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University of Colorado Denver

Office of Grants and Contracts

Office of Grants and Contracts

Award Administration

Grant and Contract Billings


The Accounting Section of Grants and Contracts is responsible for managing grant and contract billing activities and performs appropriate follow-up when payments are past due. The exception to this would be non-federal clinical trials or awards that have a deliverable such as a written report as a condition of the award. In these situations, it is the responsibility of the department conducting the research to complete invoices and/or financial reports that are sent to the sponsor.For more information related to contracts and/or clinical trials, please refer to Fiscal Policy 4-1, 4-2 & 4-13.


For questions about contract billing and payment, contact Dian Davis, 303-724-0095 or by e-mail at




Journal Entries


Guidance Document for creating and accumulating sufficient supporting documentation for Journal Entries: JE Review Guidance Document




ARRA - Award Administration


OMB has issued management requirements for all ARRA Funding. In addition, each Agency has been charged with implementing these requirements. The ARRA requirements will be located on each Agency’s Website in addition to the OMB’s website and the overall Recovery Act’s website.




Cost Sharing


Cost sharing is that portion (cost) of a sponsored project or program that is not supported by the sponsor. Cost sharing consists of three types: mandatory, obligatory and voluntary. Please see Fiscal Policy 4-8 for details regarding cost sharing. The Accounting Section is responsible for the proper documentation and monitoring of campus cost sharing.


Please contact Dian Davis with questions about cost sharing at 303-724-0095 or by e-mail at




Time and Effort Reporting


The Federal government requires universities which receive grant and contract awards to document and support the salaries and wages paid to individual employees working on these projects. Effective November 1, 2006, the electronic Personnel Effort Report (ePER or time and effort report) was implemented at the University. This is a web based method to certify the level of effort that has been devoted by an individual to a sponsored project(s) during a particular period of time. This mechanism replaced the previous paper based certification system effective with the June through August 2006 summer semester. The University has implemented this new web based ePER on a system-wide basis for time and effort reporting. ePERs must be completed each semester (fall, spring and summer).


The accounting section of the Office of Grants and Contracts is responsible for oversight of the system and follow up regarding outstanding ePERs at 9th and Colorado and Anschutz Medical Campuses of UCD. ePERs must be completed and certified within 120 calendar days from ePER creation. For further information about ePER certification, please click on the following link: Step-by-Step Guide: Certifying Electroinc Personnel Effort Reports (ePERs). This site includes information about the Electronic Personnel Effort Reporting Blackboard course. Anyone who is funded by sponsored projects is required to take this course.




Reports a​​​re available in Cognos Reporting System that can be helpful for employees with fiscal roles to manage who is being charged to sponsored projects and reflect if those employees charged to the sponsored project have completed their Personal Effort Report certification as required by A-21. If you hold a fiscal role you, these reports can help you manage your projects.




There are currently three management reports, including:


ePER Summary by Org


ePER Summary by PI


Uncertified ePER by Org or Campus. 


These reports are in the reporting system located the following link.


Each of the reports has a step by step guide that gives detail about how to run these reports and what information they include. Step by step guides are also available to help you. They are located at







 Instructions Formats
Instructions for Completion of ePERs for Terminated Employees  


Questions regarding ePERs should be directed to Cathy Hatter at 303-724-0279 or by e-mail to  cathy.hatter​   or Ginger Acierno at 303-724-0258 or by e-mail at



Reporting & Close Out Timeline

  1. For guidance on the project close out time line, please Click on : Close out Timeline.
  2. Preparation prior to Budget/Project end date Please click on : Preparation For Budget End.
  3. Close out Review: Please click on: Project Close-out Review Items. 


Payroll Expense Transfers


For issues regarding the review and approval of Payroll Expense Transfers (PETs), contact Shanelle Mays at 303-724-0260, for the Downtown Campus, and Ed Gilbert for the Anschutz Medical Campus, 303-724-0279 ,​ . Ginger Acierno is the back up and is available at 303-724-0258 or by e-mail at


Creation and Administration of Gift Programs


The persons to contact regarding the creation and administration of gift programs are Shanelle Maysat 303-724-0260 or by e-mail at, or Ginger Acierno at 303-724-0258 or by e-mail at


Cash Receipts and Deposits


Grants and Contracts Accounting is responsible for the receipt and deposit of sponsored projects payments including cash, checks and electronic bank transfers.


For any questions that you might have regarding checks, cash receipts or deposits, you may contact Brittany Lopez-Thrasher at 303-724-0083 or by email at or Luz Maya at 303-724-0219 or by email at




Approval for Expense Items that Would Normally be Included in F & A


Purpose of the A-21 Checklist Form: This form is divided into five types of costs that are generally charged to the sponsor via the Facilities & Administration (F&A) rates, but under the unusual circumstances, described below, can be approved to be included as a direct charge. For the purposes of this form, these types of direct charges will be collectively referred to as A-21 charges.


Note: Please note that this checklist does not need to be completed for the following:


                Direct awards from non-federal sponsors


                Program Project Grants    (NIH example, P01)


                Center Grants    (NIH example, P30)


                Fellowships    (NIH example, F awards)


                Training Grants    (NIH example, T awards)


                Conference Grants    (NIH example, R13 and U13)




Two of the most common reasons that justify direct charging these types of expenses are defined as follows:

  • Technical - the cost category may imply that the items are being used for administrative purposes. Checking this box indicates that the item will be used ONLY to meet the scientific, technical and/or programmatic requirements of the project being charged. Storage of supplies must be segregated from general use items, and the account code to be used should reflect the technical usage rather than general usage.
  • Above standard level of service/items- because all projects require a certain amount of account reconciliation, office supplies, correspondence, phone calling, etc., checking this box indicates that the project requires items/services above the standard level of service normally required on a research project. Checking this box requires a brief explanation of why such items are significantly greater than the routine level. Provide quantifiable data, such as amount of effort required for tasks, number of surveys being conducted, number of conference participants, etc. Attach the narrative to the Checklist.

A-21 Checklist Form


UC Denver Links:


Financial Reporting Tools


Award Budget or Project End Preparation


Award Budget or Project End Preparation Guide


Fiscal Policies


UCD Policies and Guidelines


G&C Forms


Non-Profit Organization Profiles (requires COGR username & password to access)
View summaries or highlights of non-profit sponsor terms and conditions by either Intellectual Property or Research Administration


Procurement Service Center


Sabbatical Requests on NIH Grant Awards






Federal Links


Federal Regulations Commonly Accessed for Postaward Reference


National Institute of Health


Office of Management and Budget

  • OMB Grants Management (includes applicable circulars and standard forms)
  • OMB Circular A-21 - Cost Principals for Educational Institutions (Section J lists allowable and unallowable costs - both direct and indirect)
  • OMB Circular A-110 - Uniform Administrative Requirements for Grants and Other Agreements with Institutions of Higher Education, Hospitals and Other Nonprofit Organizations
  • OMB Circular A-133 - Audits of States, Local Governments, and Nonprofit Organizations




11/16/11 F&A Rate Aggreement

For reference on how this new rat aggreement is applied, please click on document : Data elements used for new F&A Rate aggreement.


12/23/2011 NIH Salary Cap

For guidance on NIH's New Salary cap, Please click on document: Data Element Used for new NIH satlary Cap.



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