OGC News - November 2023
Financial Services Connection
Nov 15, 2023
CONTRACTS SERVICES
Contracting with the State of Colorado - Process Updates
Our team has been working with each of our Colorado state agencies to streamline the state contracting process for all parties. We are proud to announce a couple changes resulting from these strategic partnerships and we will keep you posted as more agencies adopt these streamlined practices.
| Change | Alternative Signing Process | Customized Interagency Template |
| Value Added | Less DocuSign signature request emails for you to track down and wrangle… | We will be able to sign your agreement faster! |
| How will this impact you? | When you return the copy we sign to the state, they will either accept our signature within the document, or follow the old process by sending our team a DocuSign separately. They will send you a fully executed copy of the agreement by DocuSign or group email. |
You may see us reach out to our state counterparts to suggest the use of the new template as we shop this around to other state agencies who are interested. |
| Which state agencies have adopted the change? | Adopted:
CDPHE, CDHS* Rolling out Process: |
Adopted:
CDPHE, CDHS* Rolling out Process: |
| Why? | We have discovered an acceptable alternative signing method outside of DocuSign for state agency agreements. This means that some agencies will no longer send the agreement for our re-signature via DocuSign. | We have developed a customized Interagency (“IAA”) template that requires no negotiations for either side. This means we can sign the agreement without additional negotiation via emails back and forth. |
PRE AWARD
Data Management and Sharing (DMS) Update
The NIH has recently released guidance on how to update a revision to a Data Management and Sharing (DMS) plan. In NOT-OD-23-185, the NIH has communicated that a DMS can be updated via the Prior Approval Module. They have added this feature to the “Other Request” section. This function may only be used to revise a DMS and must come from a Signing Official.
If you have a DMS that needs to be revised, please email the changed DMS to xenia@ucdenver.edu and we will update it as requested by the NIH.
TRAINING & COMPLIANCE
Cost Transfers
Campus Administrative Policy #2018 Cost Transfers on Sponsored Projects, 4-12 became effective January 1, 2021. Cost Transfers are “the transfer of a cost incurred initially on one University program/project and subsequently transferred to a sponsored project”. This includes both Journal Entries (JEs) and Payroll Expense Transfers (PETs).
Compliance has highlighted some key reminders and best practices below, along with an upcoming training opportunity.
- JE Checklist must be attached for all journal entries booking an expense onto a Fund 30/31 sponsored project as of 6/1/2022.
- PET Checklist must be attached for Payroll Expense Transfers (PETs).
- Entries should clearly explain why the charge is being moved, how it benefits the project receiving the charge, corrections made to prevent future errors.
- Entries should be created so that an outside reviewer can understand the background and details of the movement.
Questions, reach out to Compliance at fs-compliance@ucdenver.edu.
GENERAL ANNOUNCEMENTS
Team Talks
Please join us at the next Team Talks session on Wednesday, November 29, 200pm – 3:30pm. This session's topic is related to Closeouts. REGISTER HERE
Presenter: Ginger Acierno
Employment OpportunityCheck out the posting in CU Careers and share with anyone who may be interested in joining our dynamic team. Award Setup Specialist |
Office of Grants and Contracts Physical Location Notification
Our 1st floor, west wing location in the Fitzsimons Building is currently under construction. The Office of Grants and Contracts (OGC) is temporarily located in the same building on the 5th floor, west wing in Suite W5130 during construction. While OGC continues to perform most services in a remote capacity, when we are on campus, we are working in this temporary space. We are still available via a variety of methods - refer to the OGC website (about halfway down the page).
No changes are needed to our mailing address as mail is not impacted, and we have posted notices for any FedEx drop off items to come to our temporary space. Thank you for your patience during this time.
There are no changes for physical checks. Those should be taken to the Bursar’s Office with a completed cash receipt and not left in OGC's physical location. The Bursar's Office is located in Ed2 North, 3rd floor.
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