News & Team Talks

CONTRACTS SERVICES

Outgoing Subbing Season is upon us!

Our team experiences significantly higher request volumes in the months of August, September, and October. We ask for your patience while we work through this increased volume.

If you need a refresher on the outgoing subs process, check out our Team Talks that covers all the ins and outs of the process, plus a few pro-tips for success.

Below are some helpful tips and reminders to make sure we’re able to immediately proceed with your draft request at the time you submit it.

Do you need our outgoing subs team at all?
A reminder that the PSC handles all outgoing money unless you are sending money to a subrecipient of sponsored project funding under a 30, 31, 34, and 35 speedtype. If you are making purchases for equipment, supplies, or acquiring consulting/contractor services, regardless of speedtype, the PSC will handle your request for outgoing funding.

I’m ready to submit my request!
When you need to engage our team, please make sure to use one of our formstack links to submit your request. Using the wrong form, submitting incorrect information, submitting a request with missing information/attachments will lead to unnecessary delays.

Protip: Please make sure you do not use the incoming funding amendment formstack- this will route to the incorrect area of our team, and you will need to start over with a different formstack for us to proceed with your request.

 

Which formstack request form should I use? 

What attachments should I include?


More on attachments…
Please make sure you are using the latest Contract Packet and Budget templates available on our website. A Contract Packet is required for each new original sub and a Budget Template is required for any cost reimbursable subaward or subcontract.  

Fixed Price, Fixed Rate, and Installment Based cost structures do not require a budget template - please insert these details in Attachment 5 of the Contract Packet.  

• Contract Packet
  
• Cost Reimbursement Budget Templates
• Which CR Budget Template should I use?

When should I select “No Cost Extension”?
A No Cost Extension is not adding a new budget period with no additional funding (i.e., extending time in the middle of an award with no new funding). An NCE is an extension of the overall period of performance for the entire multi-year award. For example, if you have a 5-year NIH award that you are sub-awarding under, a NCE would be requested from the sponsor to extend into the 6th year and flowed to our sites accordingly. If you are simply in year 2 of the award and adding time with no new funding, that is not an NCE.

What happens after you return the sub draft to me?

Follow the instructions included in the draft return email. After you return a partially executed copy, along with the Marketplace requisition number, we will send the draft through to post award for approval before countersigning, uploading the fully executed copy to marketplace, updating the lines of your PO to match any changes advised by post award, and return a fully executed copy to you by email.  

Do I need to contact Change Order to update my PO to reflect the latest changes in the amendment draft?
No! Once post award reviews the partially executed copy, they will advise on any changes needed and we will make them in Marketplace for you. 

POST AWARD

NCURA YouTube Tuesday Clip

We would like to share a recent NCURA YouTube Tuesday clip, “What is an Allocation and What Makes it Challenging”.  

Did you know NCURA puts out short YouTube videos every Tuesday? The videos have a wide variety of content from pre award to post award. You can find additional content under NCURA1959 and you can subscribe via YouTube.

New Effort Reporting Webpage

This page can be found on the OGC Teams > Post Award page or in our A to Z Resources under "E" (Effort Reporting). We welcome your feedback as we will continue to provide additional information as needed.

NSF Past Due Reports Notice

Starting October 2, 2023, through January 31, 2024, PIs and AORs for grants or cooperative agreements with overdue annual project reports will receive a notice (the “First Notice”) informing them that the annual report is overdue and request that the report is submitted as soon as possible. If the report remains overdue by the beginning of the second month, PIs and AORs will receive a Second Notice, and if the report remains overdue by the third month, a Final Notice will be sent informing the recipient that NSF is acting to temporarily withhold award cash payments on the grant or cooperative agreement through the Award Cash Management System (ACM$). This process ensures that each award will have at least 60 days after an annual report becomes overdue to have the report submitted and approved by NSF. 

Please review the awards listed above and send an alert to the appropriate principal investigator (PI), or project director, or other project support staff to remind them of the requirement for timely project report submission. For guidance on report submission, refer to About Project Reporting and the Project Reporting FAQs on Research.gov, including the FAQs. For technical assistance, contact the Research.gov Help Desk at 800-381-1532 or rgov@nsf.gov. Award-specific questions should be directed to the Managing Program and Grants and Agreements Officer listed on the award notice. All other questions can be directed to nsfprc@nsf.gov.

A-Z Resources Updated for FY24 Rates

The FY24 PET Calculator and Pooled Fringe Rates are now available in the ‘P’ Section of A-Z Resources.

Under the new FY24 Pooled Fringe Rates, the standard rate charged to Fund 30/31 speedtypes is 1.983% for employees on the Anschutz Campus and 1.86% for those on the Denver Campus. To assist with your calculations, keep in mind:

• The new Tuition Waiver Fringe Benefit will not be charged to Fund 30/31 speedtypes.
• The current fiscal year fringe rate is charged for all transactions.
  • PET’s processed in FY24 for effort incurred in FY23 will be charged at FY24 rates.
• Some salary codes are charged at different Pooled Fringe rates (i.e. Student and Part-Time Temporary positions are charged only Worker’s Compensation).
  • Reference PET Calculator ‘Crosswalk With Rates’ tab for detailed breakdown of Pooled Fringe rate charged by GL Salary Account Code.

In addition to the PET Calculator and Pooled Fringe Memos, there is a vast catalog of reference material available in the A-Z Resources.

  

GENERAL ANNOUNCEMENTS

Data Center Move UPDATES

We’re sure most of you are seeing communications about the upcoming Data Center move on October 6. We want to provide more detail of the impact on the Office of Grants and Contracts and our activities.

• Our major software systems will not be accessible after 12pm noon on October 6. InfoEd, CU Portal/CU Access including Peoplesoft FIN and HCM, CU Data, CIW, Marketplace, Concur, CU Ascend, and SkillSoft.
• We will have access to email and 3rd party systems during this time.
• Due to these restrictions, OGC may not be able to take action on department emails until those applications are available. If you have something due via a 3rd party system, please coordinate with your Post Award or Pre-Award Administrator in advance.
• Applications affected by Data Center Move
• Information about Data Center Move

Guidance Specific to Proposals
Please note that this includes Proposal Development and Proposal Tracking, as well as System-to-System submissions. Due to the fact that our review and submission capacity will be limited on that day, please have all submissions ready before 10am on October 6 or be prepared for the submission to be held until InfoEd is back up on Monday.  Please coordinate directly with your analysts regarding any concerns or issues that may arise during this outage.

Team Talks

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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