Upcoming Changes to the Outgoing Subcontracts Processes

Beginning on April 1, OGC will be implementing several changes to the Outgoing Subcontracts process in order to streamline the process and reduce administrative burden for departments.

• A New Formstack Intake form for subcontract requests.
• New Subrecipient commitment forms (including a short form for FDP members.
• A new policy to require the commitment forms/risk assessment once a project, instead of once a year.
• Reviewing if the PI signature on the subcontract should be required.  This would reduce administrative burden and streamline the execution process.

We need your feedback on this requirement -

Below is a link to a survey with just one question for preference on removing PI signature: https://ucdenver.co1.qualtrics.com/jfe/form/SV_bKqpnN6OVFk7rSZ

Please fill this out by March 20^th so we can best accommodate departmental preferences in that area.

We have scheduled Subcontracts Team talks on March 17 (Anschutz) and March 13 (Downtown), but are happy to schedule more trainings if needed.  Feel free to reach out to TK Keith with any questions.

March Team Talks Topic – Subcontracts

Please join us at the next Team Talk sessions on March 13 and March 17.

As campus decisions to limit large meetings continue to be made, we will now be holding the Anschutz Team Talk sessions by ZOOM ONLY.  Presentation documents will be sent in advance.  OGC has refreshed the subcontracting process for outgoing funds to subcontractors participating on CU Denver | CU Anschutz prime awards.  In this session, you will meet the OGC Subcontracts Team who will cover the following.

• Subrecipient Request Form now on Formstack
• Update to commitments forms and policy for risk assessments
• FDP Clearinghouse Membership
• Best Practices

Updated Proposal Approval Instructions

As part of the InfoEd upgrade, the Reviewer Dashboard for approving proposals in routing was updated.  As a result, the approval email text, the help text in the Reviewer Dashboard, and the step by step instructions for approving proposals in InfoEd have been updated to align with the new system functionality.  A copy of the updated instructions, along with the other InfoEd 812.01 training materials, can be found at the upgrade training website.

COVID-19 FAQs for Sponsored Projects

The University of Colorado Denver | Anschutz Medical Campus continues to closely monitor the outbreak of coronavirus disease and sponsor’s guidance on research administration.  Attached is information that we have to date.  Shane Jernigan will continue to provide updates as we receive them from the federal sponsors – it is very fluid at this moment.  We will also post this information on our OGC website and provide links to overall Research Administration information for your research teams.

If you have any questions, please contact Amy Gannon or TK Keith.

Awards that have Reached Billing Limits

In the coming month, UIS grants will be releasing auto notifications for Awards that have reached their billing limits. Currently these emails are manual emails from OGC billing specialist, that fiscal managers are receiving letting them know that we cannot bill as long as a project remains in budget deficit.

When a project exceeds the billing limit/budget we can no longer generate a correct invoice that properly balances Salary and Fringe or Direct Charges and F&A.  It is important to know that 9.2 transaction based billing does not give us the ability to pick and choose which transactions to bill in an effective manner.  Therefore, going over the limit on cost reimbursable billed projects can cause delay in billing for transactions that are within the limit, until those over the budget are removed.

These emails will be sent the same night a project reaches its limit and every 30 days thereafter.  The emails will go to Fiscal Managers, Fiscal Staff and OGC Grant Accountants.

We will share more details about these bursts when this process is live.  If you have questions, please contact Koffi Gnatsidji or Ginger Acierno.