1. Project Funding and Spending Controls Implementation
Office of Grants and Contracts
October 2018

2. Topics of Discussion 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

3. Project Spending Controls
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.

4. Project Spending Controls
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.

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

6. Project Status Key S Preaward
Status Description
Notes S
Preaward
Time period prior to award notice being received. O
Open
Project/Speedtype are active to incur expenditures for the budget period awarded. E
Ended
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 R
Reporting
>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. C
Closed
The project/speedtype is inactivated and no other transactions may post or be removed.

7. Project Status 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

8. Project Status 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.

9. Transaction Matrix Project Status S (PreAward) O (Open) E (Ended)
R (Reporting)
C (Closed)
Speed Type Status
Active
or *Inactive (for future year ST’s)
Inactive
Concur Transactions x
New Marketplace Requistions
Existing Marketplace Transactions
New iLab Transactions
Existing iLab Transactions
GL Journals
HCM Pay Transactions
HCM Payroll Expense Transfers (PETS)
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.

10. Federal Grant Award Segments
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.

11. Federal Grant Award Segments – Cont.
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.

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

13. Preaward Process
If your current year project is ending and you do not have the award for the next period, you can request 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.
Preaward form can now be completed on-line
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.
Link to new on-line form
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.

14. Other Tools and Resources
Grants Optimization – Funding & Spending Project Controls webpage on OGC site.
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
year-2019

15. Other Tools and Resources – Cont.
90, 60, 30 GM01 Report for projects nearing their end date.
Contains projects that are getting ready to cycle to Ended status
burst monthly to GADM – Fiscal Manager
Burst contains link to Closeout Timeline
Available for meetings-please contact
Ginger Acierno
Sharon Grant
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.

16. Implementation Date – October 22, 2018

17. Questions