News & Team Talks

For questions related to the Federal Transition, please visit the Office of the Vice Chancellor for Research

CONTRACTS SERVICES

Big Changes to Announce - Outgoing Subs and Website Resources

To accommodate some of the new changes to Uniform Guidance and to address some of your feedback over the last year, we have updated our website with some new materials to assist with routing new contracts and preparing new sub requests.  

New Routing Resources & Materials
New and Improved Contract Routing Flow Diagram - give this a try before you email us, and we’ll have more time to assist with those tricky routings with less noise about the simple questions. 

Check out the University Contracting Menu for more routing guidance for Contracting Offices outside of and including OGC.  

New Outgoing Sub Documents

• New Budget Templates (including a new Fixed Rate option)
• New Budget Template Guidance document so you can select the right one with confidence.
• New Subrecipient Commitment Form*
• New Contract Packet
  

*We will no longer be able to accept the old version of the Subrecipient Commitment Form for foreign entities as of 1/1/2025, so please be sure to download the new form and use it going forward for all subrecipients. The new version also provides an easier shortcut for FDP members, so our Subrecipients should welcome this update as well. 

We’ll be going over these in detail in the next R.A.I.N. meeting so stay tuned for more info!

FISCAL COMPLIANCE & TRAINING

Effective April 1, 2025

• Each InfoEd proposal routing that has been routed and reviewed must be used for the current sponsor deadline only.  For example, if a PI decides to not submit for NIH Cycle II the same route cannot be used for NIH Cycle III.  Without creating a copy and re-routing.
• If the proposal is not submitted for the current deadline, it may no longer be reused for the next sponsor deadline.

System-to-System Proposals

• Any system-to-system proposal that has been routed and reviewed but not submitted to the sponsor, will automatically be marked as "Not Used" after 90 days. (Status is Grant Pending and Submitted date is blank).
• Proposals in "Not Used" status can still be copied for future use.  

Situations Where Copying a Proposal is *Not* Required

• Changes to an Existing Proposal: If changes are needed after review but prior to the current sponsor deadline, you do not need to copy the proposal.
• Sponsor Letters of Intent (LOI): If routing is required for an LOI, the same proposal routing can be used for the full application. Update the current routing for the full application review.  If the proposal is locked, it can be unlocked by OGC.
• Sponsor-Requested Revisions: Revisions, rebudgeting, or signed LOIs required at the award stage of a currently submitted proposal can be updated within the existing proposal routing. If the proposal is locked, it can be unlocked by OGC.

Additional Notes

• There may be exceptions to the scenarios described above. If you have questions about routing or copying proposals, please contact your assigned Pre-award specialist.
• If your proposal has been marked as "Not Used" but you still wish to proceed with it, please contact Pre-award (xenia) for assistance.  
  

Instructions for Using the InfoEd Copy Function  
Detailed instructions for creating a copy are being created and will be posted to the UIS share point site in the coming weeks.  We will send out an announcement via RAIN once they have been published here.

Quick Instructions

Creating a copy: 

1. In InfoEd select Proposal then, Create New Proposal
2. Select from the drop-down menu “Copy from existing proposal”
3. Select the proposal number
4. See specific instruction below.

For Manual InfoEd Routings

1. Create the InfoEd Copy:

• After creating the InfoEd copy, delete and/or replace all documents that do not relate to the copied proposal.
• Failing to delete old, irrelevant documents may delay the review and approval of the copied proposal.

2. Update Proposal Information and Attachments:

• Ensure all proposal copy information and attachments are current and relevant to the new submission.

For System-to-System InfoEd Routings

1. Create the InfoEd Copy:

• Update the sponsor funding announcement and application documents as needed.
• For internal UCD/AMC document uploads, delete and/or replace all outdated documents that do not relate to the copied proposal.
• Failing to delete old, irrelevant documents may delay the review and approval of the copied proposal.

2. Route for Review and Approval: Follow the standard InfoEd routing, review, and approval process for the copied proposal.

POST AWARD

Office of Grants and Contracts payments are all directed to the Campus Bank account for sponsored projects and then posted to the individual Award/Project by our Accounts Receivable team.

How should they get to the bank account?

1. Electronic Fund Transfers EFT

Note this method of payment is arranged with most of our federal sponsors and they are storing our EFT information for payments coming via the US Treasury.

2. Sponsor checks being mailed to our OGC lockbox

Our lockbox is our preferred method of payment for all other sponsors. This information is written into our agreements where we can, and is provided as a remit to address for invoices sent by Grants and Contracts.

3. Other Checks from Sponsors

In rare instances, a check may be mailed to OGC or another department. If you are in receipt of a check from a sponsor, you should use the Cash Receipt Form to identify and take to Bursar for deposit.

ANSCHUTZ Bursar Office Drop Box is located in Education 2 North: 3rd floor – Room 3120A. The check should be accompanied by a Cash Receipt Form with the speedtype for payment application.

DENVER Bursar Office is located on the 5th floor in the Student Commons building. The check should be accompanied by a Cash Receipt Form with the speedtype for payment application.

The Bursar will identify the funds as sponsored projects and ensure correct actions are taken for OGC application to Awards/Projects. If you do not know where the payment should go, you can reach out to OGC.4payments@ucdenver.edu for guidance.

Note: If your project is a private industry clinical trial and you are billing in the department, the best practice is to have payments directed to OGC lockbox. We discourage departments from using their own department address when billing for sponsored funds.

Current lockbox address info is below but note that there will be a change to this address coming in July 2025!

University of Colorado Denver
Grants and Contracts [grant # – PI's initials]
PO Box 910238
Denver CO 80291-0238

4. Payments to Reimburse and Expense

If you have a payment that is not from the sponsor but is a reimbursement to expense on a 63X speedtype, you can drop the checks for these funds at the Bursar Office location listed above.

The check should be accompanied by a Cash Receipt Form with the speed type and account code where the original expense was charged and backup of the original charge hitting the speed type you are reimbursing.

BEST PRACTICE: Items you expect to be reimbursed by someone other than the sponsor for funds 30 and 31, should not be charged to a sponsored project. If it is, it should be moved off via a transfer and then reimbursed. A charge booked to a sponsored project and not reimbursed timely can result in billing the sponsor for the charge in error.  

If you have questions, please contact OGC.4payments@ucdenver.edu.

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