Control Over Expenditures - Grants and Contracts Overview October 2018

Office of Grants and Contracts October 2018

Overview of Project Spending Controls Project Status Key Transaction Matrix Changes to Federal Grant Setups for Award Segments Award Life Cycle Pre-Award Request Process Other Tools and Resources Questions

CU is implementing a system configuration which will have an impact on campus business practices and will offer systematic control over expenditures incurred beyond the sponsored project end date.

Project funds affected by the implementation: Impacts all campuses Includes all sponsored projects in funds 30 and 31 Includes all cost share projects in funds 12, 22, and 32 Includes Fund 35 for HCM funding controls and all controls in near future.

Systems affected by the Implementation: Human Capital Management (HCM) Concur and CU Marketplace iLabs Payroll Expense Transfers (PETS)

Project Status Project Status Statu Status Description s Description Notes Notes Time period prior to award notice being received. S Preaward Project/Speedtype are active to incur expenditures for the budget period awarded. O Open 0-60 days after the end of the project. Ended Status confirms the funding period has ended and preparation for final reporting and closeout begin, or activity will transition to next years project for the award E Ended >60 days after end of project; No additional payroll or non-payroll expenses should be added/removed from the project while final financial deliverables are prepared. R Reporting The project/speedtype is inactivated and no other transactions may post or be removed. C Closed

Human Capital Management (HCM) Funding distribution entry will require a funding end date that cannot exceed project end date. Payroll following the end date of a project will transition to suspense if a new distribution has not been entered. Departments should work to avoid hitting suspense at all times

Payroll Expense Transfers (PET) When a project has transitioned to R Reporting Status, PETS will not be able to be completed If it is determined in Reporting review that a PET is needed, the department and post award admin will need to work together, action will be required by post award to allow the PET. Departments should be reviewing salary at least quarterly with PI s and completing any PETS needed to correct salary in a timely fashion.

Project Status Project Status S (PreAward Active or *Inactive (for future year ST s) S ( PreAward) ) O (Open) O (Open) E (Ended) E (Ended) R (Reporting) R (Reporting) C (Closed) C (Closed) Speed Type Status Active Active Active Inactive Concur Transactions x x x New Marketplace Requistions x x Existing Marketplace Transactions x x x x New iLab Transactions x x Existing iLab Transactions x x x x GL Journals x x x x HCM Pay Transactions x x HCM Payroll Expense Transfers (PETS) x x x An x indicates the system should allow posting of the transaction. *Note: Speed types/Projects setup for future budget periods in S status will have inactive ST s and therefore expenses will not post until the speed type has been activated for that budget period.

Starting this month, new Direct Federal Grant Awards will be issued projects for the entire non-competing segment. If the award does not have carry forward restrictions it will keep the same project number and the project end date will be set to the end of the Federal Project Period If the award has carry forward restrictions, we will setup a project for each year within the segment. The future projects will be created in S - Preaward Status and the ST will be inactive until we approach that budget year.

Awards currently mid-segment will be issued remaining years when the next award notice is received. Pre-Award requests are not required for new projects within the existing segment. (We have a process in place to complete the preaward when the routing is submitted to InfoEd. At this time, we will activate the future ST that has been setup.) A New Pre-Award may be requested using the form when you are entering the next competing segment. Program/Project grants will not be included and will still be issued a year at a time.

Keeps same project # year after year 1 1- -5 Yrs Keeps same project # year after year 5 Yrs New project # each year New project # each year Example if a federal 5 year segment Example if a federal 5 year segment 1 year project 1 year project 2nd year Project 2nd year Project 3rd year Project 3rd year Project 4th Year Project 4th Year Project 5th Year Project 5th Year Project S O S* O S O E Preaward request for brand new Award Initial award notice for Segment Yr. Past Year 1 End date (0-60 days) Continuation/Amendment Received Yr. 2 Past Year 1 End date > 90 Days Past Year 2 End date (0-60 days) Continuation/Amendment Received Yr. 3 Past Year 2 End date > 90 Days Past Year 3 End date (0-60 days) Continuation/Amendment Received Yr. 4 Past Year 3 End date > 90 Days Past Year 4 End date (0-60 days) Continuation/Amendment Received Yr. 5 Past Year 4 End date > 90 Days Past Year 5 End date (0-60 days) Past Year 5 End date > 90 Days S O no change R no change S* O no change S* O no change S* O no change E R no change E no change R S O no change E no change R S O no change E no change R S O no change E R

If your current year project is ending and you do not have the award for the next a a preaward. Request can be to either extend your number or get a new number for the next year based on sponsor carryforward restrictions. Not all sponsors allow for prespending expenses prior to the start date of a grant award and rarely prior to the start of a contract. It will be up to the department to be in compliance with sponsor pre spending policies. OGC is currently working to revise the policy documents related to the issuance of a preaward. If your current year project is ending and you do not have the award for the next period, preaward. period, you can request you can request Preaward form can now be completed on On-line preaward form has been adjusted to accommodate new and continuing awards/contracts. Current routing must be in place before requesting a preaward via the on-line form. Prior year must already be awarded to receive a preaward for the current year. Preaward form can now be completed on- -line line Link to new on-line form https://ucdenverdata.formstack.com/forms/award_preactivation_request_9_18 Old forms will be accepted during the transition period to the new policy. Preaward extensions for requested NCE s requiring approval will funnel to award setups based on the NCE request and the form will not be needed.

Grants Optimization Funding & Spending Project Controls webpage on OGC site. http://www.ucdenver.edu/research/OGC/training/Pages/grants_optimization.aspx FAQ s Online Pre-award Request Link Job Aids for Funding Entry and PETS Relevant Articles and Team Talks Post Award Administrator you can contact your assigned post award specialist for any questions or issues after go live date. HCM Community Blog https://www.cu.edu/blog/hcm-community/review-fundingbest-practices-start-fiscal- year-2019

90, 60, 30 GM01 Report for projects nearing their end date. Contains projects that are getting ready to cycle to Ended status Email burst monthly to GADM Fiscal Manager Burst contains link to Closeout Timeline Available for meetings-please contact Ginger Acierno Ginger.Acierno@ucdenver.edu Sharon Grant Sharon.Grant@ucdenver.edu mFin Reports - Working with OUC to roll out project status on mFin reports First reports being updated are mFin award report and Trial Balance Summary for Implementation Others will continue to be updated over the next few months.