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Award Management

Congratulations! Your hard work has paid off and you now have the funding for your project. This is truly the fun and most rewarding part of research and creative activities. The results of your work will not only help advance your career and your discipline, but also assist in the advancement of the research portfolio of the College and University. We truly appreciate your efforts and look forward to assisting you in managing your award so you are successful in accomplishing the goals of your project.

The tabs in this section are organized to help you with managing the financial aspects of your award. Please take some time to become familiar with the information here – it can help you avoid common pitfalls and understand all your options. As you know, proposing a project and running one are very different things and can cause you to need to adjust your plans and budget. This section is designed to help you in all aspects of your project’s financial management.

If you have any questions about managing your award, please contact Elizabeth Nylander Grants and Contracts Postaward Administrator at 303-315-7018.

Budget and Expenditure Management

If you set up a PreAward speedtype with Carol Achziger (see Waiting for and Responding to the Decision section), you need to work with Carol to make sure that the full speedtype is set up within 90 days of the PreAward. This will help to keep your project on track and help you avoid expenses that could be considered unallowable due to the timing of expense – not by the type of expense.

Once your speedtype is fully set up, you will have access to a financial statement, effort certification and other necessary financial tools for that account. Please refer to the links below to understand your responsibilities as Principal Investigator.

  • Financial Statement Review and Reconciliation
    • This step by step document will help you monitor your expenses and make sure they are applied correctly
    • You should review your expenses monthly to make sure that only your approved expenses are posted to your account. After all, humans are inputting data and mistakes can be made!
  • Allowable and unallowable expenses
    • This link will help you understand what is allowable in the event that you need to alter how you expend funds in the conduct of your research and creative activities.
    • When you submitted your budget, you indicated what you needed to spend money on to conduct your project. The Office of Grants and Contracts reviewed your budget and certified it for meeting the Federal guidelines for appropriate expenditures. Now that you have been awarded, it is important to try to stick as closely as possible to that budget.
    • If you need to significantly alter your expenditures (i.e., move funds between categories, change your effort, purchase equipment that was not approved in the original budget, travel to a foreign destination that was not approved in the original budget, etc.) please contact Elizabeth Nylander as soon as possible. She will assist you with this process.

Personnel Expenditures

  • Effort on a project
    • All effort on a project must be certified by the Principal Investigator and by the individuals working on the project. Effort Certification for yourself and others on your project is a critical step in the successful management of your project.
    • Once your project is PreAwarded or Fully Awarded you need to charge your effort to the project. Please work with Elizabeth Lee to get this set up.
    • Academic year effort is usually either set up as a course buyout or as a portion of research time.
      • Course buyouts need to be arranged by working with your Department Chair and JoAnn Porter.
      • You can combine effort from different projects in order to pay for a course buyout. Please refer to the CLAS Effort Policy.
    • Summer effort pay for faculty is coordinated through the CLAS Dean's Office.
      • Each spring a spreadsheet is sent out for faculty to indicate they will have summer pay and what accounts the expenses will be applied to.
      • Be cautious about 3 months of summer effort. If you plan to put 100% summer effort on a project it can have the following implications.
        • You will not be able to take any vacation time except for any days the campus is closed (usually only the fourth of July holiday).
        • You will not be able to work on any other projects – including: student advising, departmental meetings, course preparation, etc.
        • You will be asked to certify you can comply with this if you request 3 months summer salary.
    • Additional Pay
      • There are rare occasions when additional pay may be warranted.
      • This is a HIGHLY auditable situation and must be carefully documented and managed.
      • Please refer to the information at the link above and work with JoAnn Porter as appropriate.
    • Other Personnel Charges
      • Professional Research Assistants, Post-Docs and Research Associates hires and pay are coordinated by the CLAS HR Coordinators. Please contact Megan Jorgensen, Carri Boothe, or Lindsie Haggerty for assistance and details.
      • Students (undergraduate and graduate) hires are managed through your department.
      • If you will be hiring any international personnel, please contact the CLAS HR Coordinators (Megan Jorgensen, Carri Boothe, or Lindsie Haggerty).
  • Related Personnel Issues
    • As an employer, CU Denver has a host of responsibilities to its employees. They include (but are not limited to):
      • Providing a safe work environment.
        • Risk Management
        • Training
      • Appropriate work environment
        • Non-Discrimination
        • Training
    • Worker's Compensation
    • Clerical and other Administrative Appointments

Procurement

It is highly likely that in the conduct of your research and creative activities, you will need to purchase supplies and other resources for project. The information here will help guide you in making those purchases.

  • General Supplies
    • Please refer to the A-21 Checklist to make sure your expenses are allowable and reasonable.
    • This checklist is also available in the Quick Links.
    • Work with your Department Program Assistant for these purchases
  • Consultants
    • A consultant is someone who you are contracting with to perform a specific service (i.e., evaluation, running tests, analysis, etc.)
    • You will need to fill out both the Scope of Work Form and W9 Form
    • You will also need to contact Brittany Lopez-Thrasher in the CLAS Dean's Office to fully process this
  • Large Equipment Purchases (> $5,000)
  • Subject Fee Payments
    • If you have planned to pay participants for their part on your project, you'll need to work with Elizabeth Nylander to determine how best to do this.
    • Some options may be using petty cash funds or gift cards

Travel

Generally any travel that you are requesting to be paid by the project needs to be requested in the proposed budget. If you plan to travel out of the United States you'll need to identify that travel as foreign in your proposal budget. If you do not have approval for foreign travel by the sponsor, you'll need to obtain that permission prior to making any travel plans or commitments.

  • Domestic Travel
    • Before you plan your travel, review the summary information provided by the CU Denver Procurement and Travel Service Center.
    • Be sure to consult with Risk Management if you will have students traveling with you.
    • The CU Denver Travel procedures will also help. This document is also available in the quick links.
      • You can find information about what expenses are allowable and how to plan for them.
      • It also provides the current mileage reimbursement rate. Please also see the 'how to calculate mileage' site to make sure your mileage reimbursement is correct.
  • Foreign Travel
    • Make sure you have specifically requested foreign travel in your proposal budget
    • Contact the Office of International Affairs if you will have students traveling with you.
    • Please refer to and follow the CU Denver Travel procedures above.