Procedure

Changes Made to Foreign Currency Procedures

Anonymous — Fri, 24 Jun 2022 15:11:23 +0000

Changes Made to Foreign Currency Procedures Anonymous (not verified) Fri, 06/24/2022 - 09:11

A working group comprised of members from the Office of Contracts and Grants (OCG), Research Financial Services (RFS), and the College of Engineering have updated the Foreign Currency procedures. Due to inconsistent application of the Foreign Currency Risk Reserve, there was a need to evaluate the procedure and make changes to better protect the financials of CU and researchers, and to ensure consistent application of the Foreign Currency Risk Reserve on all sponsored research agreements that include payment in a foreign currency.

The following identifies the changes that have occurred:

Anytime a proposal is submitted to a foreign sponsor, CU will request for the inclusion of the Foreign Currency Risk Reserve.
If the sponsor does not allow or accept the Foreign Currency Risk Reserve, the Proposal Analyst will work with the PI and DRA to revise the budget, remove the Foreign Currency Risk Reserve on the Sponsor approved budget, and document an internal budget that sets aside the Foreign Currency Risk Reserve in case of foreign currency rate fluctuations.
The Foreign Currency Risk Acceptance Form is required prior to proposal submission. OCG will not submit the proposal without the completed Foreign Currency Risk Acceptance form.
The department signature on the form demonstrates acceptance of the risk on the campus unit’s behalf for the life of the award, and the agreement of the unit stands even if the individual who signed the form leaves the position they held at the time of signing.

The updated procedure is effective immediately, with additional information located at the following web pages:

If there are any questions, please contact David Scarbeary-Simmons in RFS (david.simmons-1@colorado.edu) or Joan Eaton in OCG (joan.eaton@colorado.edu)

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Online Form for Submitting No-Cost Extensions (NCEs)

Anonymous — Tue, 17 Mar 2020 20:30:51 +0000

Online Form for Submitting No-Cost Extensions (NCEs) Anonymous (not verified) Tue, 03/17/2020 - 14:30

The Office of Contracts and Grants (OCG) has developed sponsor specific webforms for No-Cost Extension (NCE) requests. These forms ensure that OCG receives all of the information required to be able to submit a timely, complete and valid submission request per Sponsor requirements.

All NCE requests should be submitted to OCG through the webform. As the Authorized Organizational Representative, OCG is required to submit NCE requests to the Sponsor for all CU Boulder sponsored projects.

Once you submit the webform, OCG receives immediate notification of the NCE request for review and submission to the Sponsor. Your Grant or Contract Officer will review the submission, ensure all information and documents are complete and submit the request directly to the Sponsor.

At the time the webform is submitted to OCG, additional offices receive immediate alerts:

CCO receives notice to ensure that the SpeedType is not shut off
If applicable, IRB, IACUC or other offices are notified of the NCE request

Once OCG receives Sponsor approval for the NCE, your new end date becomes official in InfoEd and PeopleSoft.

Ready to submit a NCE request?

NSF NASA NIH DOE NOAA Other Sponsor Service Project

For more information about No-Cost Extensions, please visit the OCG website or contact your Grant or Contract Officer.

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New Procedural Statement for Sponsored Project Report Submissions

Anonymous — Thu, 14 Feb 2019 15:28:15 +0000

New Procedural Statement for Sponsored Project Report Submissions Anonymous (not verified) Thu, 02/14/2019 - 08:28

Sponsors expect timely submission of progress and/or technical reports as outlined in the award. In fact, many sponsors have improved their report submission systems, created automated tracking of report submissions, and forewarn of consequences to the university much more often than in the past.

Vice Chancellor for Research & Innovation, Terri Fiez, approved a new procedural statement that details CU Boulder’s report submission responsibilities and consequences for late reports or disregarding notification deadlines. The procedural statement outlines responsibilities and steps taken when reports are late.

What are PI and OCG responsibilities?

PIs are expected to timely submit reports to the sponsor and to provide a copy of the report to OCG. Providing a copy of your report to OCG is critical. OCG does not have access to most sponsor databases.

OCG tracks reporting dates in InfoEd and is responsible for uploading into InfoEd all reports received from PIs. InfoEd is the official repository for all CU Boulder award-related documents to substantiate CU’s award management practices as required by Federal regulations.

What happens if a report is late?

OCG will notify PIs a maximum of 3 times if a report is late. Each OCG notification has a 3-day response time before the next notification is sent. At the 3^rd notification, a hold is placed on all of a PI’s active awards.

For chronically late reports and disregarding notification deadlines, a hold will be placed on all active awards AND proposals until reports are submitted.

Colleges and/or Schools may impose further sanctions in accordance with the Faculty Affairs Policy on Professional Rights & Duties of Faculty Members & Roles & Responsibilities of Department Chairs, up to and including denying merit increases in the next merit cycle.

Bottom line: Submit reports on time every time. Doing so keeps PIs, their research and the University in good standing with CU Boulder’s sponsors.

OCG Resources

The Office of Contracts and Grants (OCG) has developed an interactive Guide to Sponsor Reporting Requirements and an overview handout regarding report submission procedures. OCG is available to help answer report submission questions at ocgreports@colorado.edu.

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New Procedural Statements Posted for IDC on the Transfer of Existing Subawards and Sponsor Contact Guidance

Anonymous — Fri, 07 Apr 2017 14:57:07 +0000

New Procedural Statements Posted for IDC on the Transfer of Existing Subawards and Sponsor Contact Guidance Anonymous (not verified) Fri, 04/07/2017 - 08:57

Two new procedural statements have been approved and posted regarding IDC on the Transfer of Existing Subawards and Sponsor Contact Guidance. These procedural statements are the outcome of two working groups comprised of staff from the Office of Contracts and Grants, Sponsored Projects Accounting and campus stakeholders.

IDC on the Transfer of Existing Subawards

This procedural statement provides guidance on the charging of indirect costs when an existing outgoing subaward is changed during the life of a project. Full IDC will be charged on the first $25,000 of all new subawards that are issued to an institution when subawards are modified in the following cases:

To continue the work of a subrecipient PI who has transferred to a new institution;
To replace an existing subrecipient with another;
To issue additional funding to a subrecipient when a supplemental proposal results in an expanded scope of work for the subrecipient.

Sponsor Contact Guidance

This guidance document provides detail on both pre- and post-award roles of investigators and other sponsored project personnel, departments, the Office of Contracts and Grants (OCG), and Sponsored Projects Accounting (SPA) for contacting a project’s sponsor.

Adhering to these guidelines will enable investigators and any sponsored project personnel to focus on research and facilitate efficient and effective communication throughout the award administration process.

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