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Please see the President's Administrative Policy Statement (APS) titled "Alcoholic Beverages Purchased for University Events".

Alcohol Guidelines and Risk Management

Events with Alcohol

 

 

University funds cannot be used for the purchase of alcohol, except as for research purposes and for purposes that do not include personal consumption; for resale by a licensed establishment; for personal consumption at conferences (special rules apply in this case -- please see attachments A and B of the Alcohol Purchase and Provision Policy) or special events (you must contact the OUC in advance in this case); or for personal consumption at official functions if the source of the university funds is:

1. gifts restricted for entertainment, donor cultivation, or personnel recruitment purposes (receipt of funds must be in advance of the official function and on deposit with the CU Foundation or CU, and the related speedtype must have the "Y" attribute recorded correctly in the gift expense code 2 field in the finance system) and
2. approved by the appropriate Vice President or Vice Chancellor of Finance.

The university will not pay for alcohol that is purchased for personal consumption as a part of a meal while in travel status. The appropriate Vice President or Vice Chancellor of Finance must approve all alcohol purchased for personal consumption at official functions. This authority cannot be delegated.

To ensure proper management of an activity where alcohol is provided (whether donated or purchased), organizational units are required to comply with the procedures detailed in the APS on Alcohol at the System Controller's website.

An asset is tangible or intangible personal and real property such as cash, investments, inventory, accounts receivable, and loans receivable. Assets are classified as "current" or "noncurrent."

Assets

Non-current assets are those assets which are intended for continued and long-term use in a business. At CU, non-current assets include cash, accounts receivable and allowances, loans receivable and allowances, capital assets, and other non-current assets.

Assets

A liability is an amount owed to an external entity. Liabilities are found on the balance sheet and are classified as "current" or "non-current."

 

Current liabilities refer to an organization's debts or obligations that are due within one year. Current liabilities appear on CU's balance sheet report [Balance Sheet (SNA) Trans].

Non-current liabilities are those obligations that will not become due and payable in the coming year. At CU, non-current liabilities include payables and accrued expenses non-current, other liabilities non-current, debt non-current, and due to.

Expenditures (expenses) are accounting entries that recognize the consumption of assets. Salaries, fringe benefits, office supplies, travel, depreciation, etc. are examples of expenses. CU recognizes expense at the time the goods or services have been received, regardless of when the actual payment is made.​

An account code is a six-digit number in the Finance System that is used to identify assets, liabilities, fund balance, revenue, expenses, or transfers. All financial transactions must be classified according to one of these categories.

Furthermore, in order for the university’s financial reports to be accurate, it is critical that accounts be used correctly. Accounts fall into the following standard categories: Assets, Liabilities, Net Assets, Revenues, Expenditures (Expenses), and Transfers.

A balance sheet, in formal bookkeeping and accounting, is a statement of the book value of an organization at a particular date. A balance sheet is often described as a "snapshot" of the company's financial condition on a given date. A modern balance sheet usually has three parts: assets, liabilities, and net assets. The main categories of assets are usually listed first and are followed by the liabilities. The difference between the assets and the liabilities is known as the "net assets" or the "net worth" of the company.

A budget account code is the highest level in an account code series is the general budget, the level at which a budget is maintained. Use these accounts only for budget journal entries.

Do not use this account code on any "actual" transactions, e.g., purchase orders, cash receipts, INs, travel, petty cash, etc., other than budget adjustments.

Policies

Chartfields are individual segments of PeopleSoft's coding structure, which are joined together in various combinations to tell the system where to record a financial transaction. Chartfields consist of ten separate blocks of information including business unit, fund, organization, program or project, subclass, account, budget year, statistics code, and currency code. A FOPPS is an anagram for fund, organization (org), program or project, and subclass.

• Account Quick Reference Card
• Chart Accounts
• Finance System Values

An expenditure is an accounting entry that recognizes the consumption of assets. Salaries, fringe benefits, office supplies, travel, depreciation, etc. are examples of expenses. CU recognizes expense at the time the goods or services have been received, regardless of when the actual payment is made.

A Fiscal Manager (found on orgs, programs, and projects) is designated by the Fiscal Principal, assists the unit head/Fiscal Principal in carrying out financial duties, and has authority and responsibility for fiscal transactions.

A Fiscal Principal (found on orgs, programs, and projects) is the principal administrator of a unit, entrusted with programmatic and financial responsibility. The Fiscal Principal may delegate fiscal responsibilities to the Fiscal Manager, but retains ultimate accountability for the activities of the unit.

Fiscal staff (found on speedtypes) is designated by the Fiscal Principal or Fiscal Manager, and is a participant in fiscal transactions (initiate purchase, receive cash, enter transactions into Finance System, monitor contractors, and verify compliance.)

A unique combination of fund, organization, program OR project, and subclass where applicable; a single university activity or speedtype.

Link to Video

As defined in the university's Administrative Policy Statement dictionary, "A special event is a fundraising gathering of a number of people for an identified organizational unit or university function (e.g., scholarships), where goods and/or services (e.g., dinner) are provided to those attending.

The value of the goods and/or services provided is a non-gift component of any funds given to the university by those attending, or on behalf of those attending the special event." What changed? The responsibility for administering fundraising events, particularly with respect to ensuring compliance with external regulations and internal policies, is changing. In the past, departments worked with the University of Colorado Foundation when planning a fundraising event.

Effective December 1, 2005, the Office of University Controller assumed the fundraising events role, with a particular focus on compliance issues. Organizational units will be responsible for the event planning and implementation. The Foundation will no longer be involved in any aspect of special event planning, implementation, or monitoring, and will be able to focus on other avenues of financial support for the university.

Who should I contact with my fundraising events questions? Whenever you have an activity that meets the criteria for a fundraising event, you will work with the Office of the University Controller.

Fundraising Events and Gift Compliance Specialist - Karen Ichiba

Gift-in-Kind (GIK) arises when the university receives non-monetary gifts, including art, books, manuscripts, antiques, collections, equipment, software, or intellectual property (i.e., patents).

Gift in kind transactions are required to be recognized and processed in accordance with the policy "Gift-in-Kind Transactions" on the System Controller's website.

An income statement is a financial report that - by summarizing revenues and expenses, and showing the increase or decrease in net assets in a specified accounting period - depicts a business entity's financial performance during a selected period of time. At CU, this report is called the "Summary of Financial Transactions" or the "Summary of Budget, Revenues, Expenditures, and Transfers."

The IN/JE Form is the interdepartmental invoice and journal entry request form. An interdepartmental invoice (IN) is a means of charging another department for a service provided and includes a speedtype, account, description of services rendered, amount charged and an acknowledgement of receipt by the ordering department. This IN then becomes a journal entry and may be entered either by the department or Data Control.

The IN form is not the only allowable format for interdepartmental orders, but any other format should provide the same information (speedtype, ordering person, service rendered, quantity, and amount). Signatures are preferred, but not practical for large volumes, so for audit purposes it is sufficient that the ordering department has opportunity to review their PeopleSoft statements. As the IN form is just a special type of journal entry, the same form may also be used to request a journal entry be input by Data Control.

A no-cost extension (NCE) refers to the extending of the project period without additional funding. Approval of no-cost extensions to your project may be handled internally or sought externally from the sponsor.

You should contact your sponsored projects office to discuss a potential NCE well in advance of the end date of the award. Be prepared to provide a rationale for the NCE and document how remaining funds will be spent.

Note that additional information may be necessary, depending on sponsor requirements.

Office of Grants and Contracts

The PSC Policy and Procedure Statement: Official Function Authorization defines and describes official functions, and also provides guidance for properly administering an official function. An official function is a meeting, meal, or other function that is hosted by an associate or employee of the university; is attended by guests and/or university associates or employees; and is held for official university business purposes as defined in Chapter 2 of the State of Colorado Fiscal Rules.

Since official functions have the potential to be perceived as being for personal benefit or as a misuse of public funds, expenditures for such functions must be kept to a minimum. The attendance of state employees at an official function must also be limited, and should include only those individuals directly related to the purpose of the function.

Due to the sensitive nature of official functions, the university requires that the Official Function Authorization Form be completed prior to any official function for which the estimated total food cost for the function exceeds $100 or the function includes alcohol, in any dollar amount, for an event being held at a site without a valid liquor license, whether that site is on-campus or off-campus.

The org, or organizational unit, can be situated at various levels on the university's organizational tree. Examples of organizational units at a high level of the organizational tree would be campuses or colleges. A department is an example of an organizational unit found at a lower level of the organizational tree. An org would usually be found as an entity on an organizational chart. (Within the Finance System, the higher level orgs are commonly referred to as org nodes.)

 

A program identifies distinct university activities that are fiscal-year based. This means any financial report that is program-to-date reflects the time period of July 1, 20XX to June 30, 20XX. A program code is a 5-digit code, and the program does not receive funding from a sponsor. Please see "Gift Programs" or "Non-Gift Programs" categories in this FAQ database.

Projects (sponsored projects funds) account for revenue received from sponsored projects, which are negotiated through the Office of Grants and Contracts on the Anschutz Medical Campus, and the Division of Sponsored Programs Administration at the Downtown Denver campus; as well as for revenues from certain financial aid programs. A project code is a 7-digit code. Please see the "Sponsored Projects" category in this FAQ database for more information about projects.

Office of Grants and Contracts

A Project Fiscal Manager is designated by the Project Fiscal Principal, assists the PI in carrying out financial duties, and has authority and responsibility for fiscal transactions.

A Project Fiscal Principal - Principal Investigator (PI) is the principal administrator of a project, entrusted with programmatic and financial responsibility. The fiscal principal may delegate fiscal responsibilities to the fiscal manager, but retains ultimate accountability for the activities of the project.

Revenue results from the sale of goods or the rendering of services. It is measured by the charge made to customers for the goods or services furnished to them. CU records revenue when it is earned - that is when the goods or services have been furnished - regardless of when the payment is actually received from the customer.

A unique combination of fund, organization, program OR project, and subclass where applicable; a single university activity or FOPPS. A speedtype autogenerates a "smart number" that correlates to a specific University FOPPS, or chartfield. The first digit of the speedtype defines the campus (e.g. UCD = 6); the next two digits define the fund (e.g. sponsored project = 30); the next 5 digits are automatically generated in the system when the speedtype or chartfield is set up. For example, 63012345 would be recognizable as a UCD sponsored project fund.

Speedtype

A subclass is available to departments to provide an additional value for classifying departmental transactions. A subclass must be requested on the Chartfield Request Form.

A subclass is an optional Chartfield value that can be set up in the Finance system upon request in order to assist departments in tracking financial activity. Please contact the Finance Office for more information.

A transfer occurs when cash is moved from one FOPPS to another FOPPS, and no exchange of goods or services is provided in exchange for the cash. It is critical that both the fund giving away the money as well as the fund receiving the money use a transfer code. Transfers must offset one another. Refer to the Transfer Table located at the link.

TransferTable

Agency funds are used to deposit funds that do not belong to and are not under the control of the Regents, but rather are private funds that belong to the depositor. CU is essentially providing a banking function for the depositor, and these funds are then disbursed at the direction of the depositor. The most common uses of agency funds are for: independent student organizations; external entities that have a business presence on campus (such as UPI -University Physicians, Inc); and other approved affiliates.

Accounting Handbook

An auxiliary fund accounts for revenues generated by departmental activities. CU's auxiliary funds are fund 20, fund 26, fund 28, and fund 29.

Fund 20, the Auxiliary TABOR Enterprise Fund, is used to account for the revenues and expenses of those self-funded entities that have been formally designated by the Board of Regents as TABOR Enterprises. The revenues are exempt from TABOR reporting.

Fund 26, the Auxiliary Other Exempt Fund, is used to account for revenue generated through departmental activity that is exempt from TABOR reporting for reasons other than being designated a TABOR Enterprise or an internal service center. This primarily includes residuals on federal fixed priced contract sponsored projects (fund 30 clinical trials) and royalties. It is crucial that auxiliary revenue be accounted for properly.

Auxiliary Fund Revenue Account Code Guide

Current funds are those economic resources of a college or university which are expendable for the purpose of performing the primary missions of the institution – instruction, research and public service – and which are not restricted by external sources or designated by the governing board for other than operating purposes. The term “current” means that the resources will be expended in the near term and that they will be used for operating purposes. CU's current funds are fund 10, fund 11, fund 20, fund 26, fund 28, fund 29, fund 30, fund 31, and fund 34.

Accounting Handbook

A fund is an accounting entity with a self-balancing set of accounts for recording assets, liabilities, a fund balance and changes in the fund balance (revenue, expense and cash transfer). At CU, it identifies the source of the money being received and spent. There are current funds consisting of general funds, auxiliary funds, sponsored program (sponsored project) funds, and gift funds; there are plant funds consisting of retirement of indebtedness funds and investment in plant funds; and agency funds.

Accounting Handbook

Fiscal Roles and Responsibilities

Fund balance/net assets equals assets minus liabilities or A - L = FB. Fund balance/net assets is found on the Balance Sheet/Statement of Net Assets and has a CREDIT normal balance.

Fund 10 is a general fund that accounts for revenues from fees for services, all tuition except that charged by Continuing Education, all instructional fees, administrative student fees, some student activity fees, and some miscellaneous revenue such as rent of general fund space.

Accounting Handbook

Fund 11 -- the ICR fund -- is a general fund that is used to account for the facilities and administrative cost (F&A or indirect cost) reimbursement to the university from sponsored projects and some student aid/loan programs. No expenses, other than compensated absences, are recorded in fund 11. This is used only to account for F&A revenue that supports the general fund functions. Fund 11 is also used to account for compensated absence (vacation and sick leave balances) liability and expense for employees paid from fund 10.

Accounting Handbook

Fund 26 is used to account for revenue generated through departmental activity such as residuals from federal fixed priced contract sponsored projects (fund 30 clinical trials) and royalties.

Accounting Handbook

Policies

Fund 26 is used to account for revenue generated through departmental activity such as residuals from federal fixed priced contract sponsored projects (fund 30 clinical trials) and royalties.

Accounting Handbook

Policies

Fund 28, a service center, is an organizational unit of UCD which provides a specific type of good or service to other UCD departments, may incidentally provide the service to individuals or the general public, and is primarily supported by fees charged to the user department's operating programs/projects. Such goods or services might be purchased from commercial sources, but for reasons of convenience, cost, or control is often provided more effectively through a UCD service center.

• Accounting Handbook
• Policies

Fund 29, an auxiliary fund, is used to account for revenue generated through departmental activities that cannot be classified in funds 20, 26 or 28. Fund 29 is the default unrestricted current fund for departmental revenue.

Accounting Handbook

Policies

Fund 30, a sponsored project fund, accounts for revenues from sponsors (including private businesses, corporations, foundations and other not-for-profit organizations, other universities, and federal, state and local government), which supports research, instructional, or public service activities that are related to the mission of UCD.

Managing sponsored project funds is extremely specialized and complex -- please refer to the Office of Grants and Contracts for more information.

Fund 31, a sponsored project fund, is used to account for revenue that is subject to TABOR reporting, and includes local government sponsors (Colorado cities, towns, counties but not state agencies) and state agencies that have been designated a TABOR enterprise such as the Colorado Division of Wildlife. The Anschutz Medical Campus is no longer setting up fund 31 projects, but some active fund 31 projects still exist.

Office of Grants and Contracts

Fund 34, the gift fund, is used to account for all gift revenues. Gifts include all monies, real property and personal property (both tangible and intangible) provided to the university for which the donor does not receive equal value in exchange for the money. The donor may put time and/or purpose and/or matching requirements on the gifts, but there is no equal value returned in exchange for the money. Gifts may be deposited initially with the CU Foundation, and then be transferred into the university's financial system in order to spend the gifts, or gifts may be deposited directly to the university, depending on the donor's wishes. There is often some restricted purpose for the gifts. Gift fund management requires additional oversight to ensure that the gift is spent according to the donor's wishes. Please see the related links for more information about gift funds.

Accounting Handbook

Gift Fund Management

The general fund is used to account for the major revenue and expenses of the university's primary mission of instruction and its support functions of academic support, student services, institutional support, operation of plant, and scholarships and fellowships. CU has two general funds: fund 10 and fund 11. The revenues in fund 10 are: fees for services, all tuition except that charged by Continuing Education, all instructional fees, administrative student fees, some student activity fees, and some miscellaneous revenue such as rent of general fund space. Fund 11 -- the ICR fund -- is used to account for the facilities and administrative cost (F&A or indirect cost) reimbursement to the university from sponsored projects and some student aid/loan programs. No expenses, other than compensated absences, are recorded in fund 11. This is used only to account for F&A revenue that supports the general fund functions. Fund 11 is also used to account for compensated absence (vacation and sick leave balances) liability and expense for employees paid from fund 10.

Accounting Handbook

Plant funds are to be used for the acquisition of physical properties for institutional purposes but unexpended at the date of reporting; funds set aside for the renewal and replacement of institutional properties; funds set aside for debt service charges and for the retirement of indebtedness on institutional properties; and funds expended for, and thus invested in, institutional properties. CU's plant funds are fund 71, fund 72, fund 73, and fund 74 at CU Denver.

Accounting Handbook

Restricted funds are those available for financing operations, but which are limited by donors or other external agencies to specific purposes, programs, departments, or schools. CU's restricted funds include fund 30, fund 31, and fund 34.

Accounting Handbook

Unrestricted funds include all funds received by the institution for which no stipulation was made by the donor or other external agency as to the purposes for which the funds should be expended. CU's unrestricted funds include fund 10, fund 11, fund 20, fund 26, fund 28, and fund 29.

Accounting Handbook

At CU, this is the fund group (fund 74), part of the plant fund group, used to record the capital assets and related debt of the university.

Re-budgeting is when funds that are available for spending are reallocated between budget categories to best accomplish project goals. As a change made to the awarded budget, re-budgeting may require prior approval by the sponsor. Sponsors differ in their policies on re-budgeting. The award document and any terms referenced should be reviewed prior to any change to determine whether the award agreement permits re-budgeting. Any request must detail why the re-budgeting will help accomplish project goals.

Office of Grants and Contracts

Yes, most sponsored projects pay F&A (Facilities and Administrative) costs, previously known as indirect costs. Some costs cannot be easily allocated to a specific project, as they are incurred for common or joint objectives throughout the university. Some common F&A costs include: utilities, public safety, building equipment use and maintenance, departmental personnel for administrative or clerical functions, membership dues and fees for professional organizations, telephone line charges, office supplies, postage, and copy machine fees. F&A rates are negotiated on a yearly basis at CU Denver | Anschutz by the Executive Vice Chancellor of Administration and Finance and representatives of the federal government.

Office of Grants and Contracts

Once an award has been approved by the sponsor, OGC/SPA must set it up in the financial system. To do this, they need project information, including: the name and department number of the designated Principal Investigator (PI); the sponsor information; the budget period - sponsorship funds are normally allocated one year at a time; the project period - the entire length of the project, which can be longer than a single budget period, particularly if the sponsor is a Federal agency; the budget - funds may be allocated for specific purposes; and the financial reporting requirements. When a project is set up in the financial system, departments and PIs will receive the project number and speedtype, which allows them to correctly charge expenses to the project.

The grant or contract proposal includes a proposed budget, which is an itemized summary of anticipated expenditure activity for a given period and activity with an identified (or proposed) means for financing. It's comprised of direct costs and indirect costs (F&A). Direct costs can be easily and accurately identified with your sponsored project. These types of costs include: personnel, consultants, equipment, supplies, travel, participant costs, other expenses, and sub-award/subcontract costs.

Indirect costs - F&A (Facilities and Administrative) - include: utilities, public safety, building equipment use and maintenance, departmental personnel for administrative or clerical functions, membership dues and fees for professional organizations, telephone line charges, office supplies, postage, and copy machine fees. F&A rates are negotiated on a yearly basis at CU Denver | Anschutz by the Vice Chancellor of Administration and Finance and representatives of the federal government. OGC/DSPA will assist you with the budget development and budget justification. The sponsor may award the requested budget, or may award a different budget. The award notice includes this information, and the awarded budget is set up in the financial system.

Project expenditures should comply with the terms and conditions of the award; be reasonable under the circumstances of the specific project for which they are charged; directly contribute to the accomplishment of the university’s mission and be a necessary expenditure for the specific project for which they are charged; and be charged in proportion to the benefit received by the project.

If an expenditure benefits more than one project, the cost must be allocated in proportion to the benefit to each project. You should spend no more than the amount authorized by the sponsor for the project period; ensure that sponsor limitations on the amount of money that may be spent in any single budget category is adhered to; make sure that costs are incurred only for goods or services that will be used or received during the project period; make sure that purchases or hiring for a project adhere to the Procurement Service Center’s rules governing the purchase of goods and services and the Human Resource rules that govern the hiring of personnel; and that any adjustments in salary are consistent with university's Human Resources and department policies and procedures, and are appropriate for the type of award.

The following are expenditures that are not allowable on federally sponsored research: advertising, alcoholic beverage, entertainment, fundraising, lobbying, proposal preparation costs, membership in civic or community organization (e.g., country club), and goods or services for personal use.

Office of Grants and Contracts

Available Balance

As the end of a project nears, there are two main issues to consider: Should the project continue or be closed, and what reports need to be submitted to the sponsor? To continue the project, an extension approval from your sponsored programs office (OGC/SPA) and your sponsor may be required. Usually, extensions must be filed with the agency within 60 days of project termination.

Check with your sponsored programs office (OGC/SPA) if you have any questions or concerns about the process. If the project will be closed, the project's financial issues need to be resolved, such as completing reports by project deadlines, finalizing invoices from subcontractors, terminating monthly charges so they don't hit a project after its end date - this includes telephone toll charges (regular phone charges won't be on most projects) - and computer support charges, clearing any encumbrances after everything spent during the award period has been paid, and making sure the project balance is zero in order to allow the project to be closed by OGC/SPA.

Remember, project money cannot be spent after the project end date. If the project is federally funded, or if it is terminated before the planned end date, there are additional requirements. Contact OGC/SPA for more information about project close out.

Office of Grants and Contracts

In certain circumstances, PIE is distributed according to federal guidelines. Please contact the Finance Office for questions about PIE.

In some situations, a sponsor may allow spending prior to the receipt of an award. In these cases, the PI may request that a project be established (i.e., pre-awarded) in advance of the award document. By making this request, the PI and administrative unit are acknowledging that they carry full financial responsibility for any costs incurred prior to the receipt of the award. Should the sponsor decide that any or all pre-award expenditures are unallowable, the department will transfer all pre-award expenditures to an appropriate alternative source of Anschutz Medical Campus funding.

In order to establish a pre-award project, the PI must complete a guarantee memorandum (Exhibit A, Fiscal Policy 4-10) which reflects the appropriate alternative source of funding that can be used to cover any expenditures the sponsor disallows. There is a risk!

Office of Grants and Contracts

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.

For example, if your department contributes part of your time to the project, or donates funds, you are cost sharing the project costs. When you agree to provide any type of cost share to a sponsor, CU must provide those stated services or assets in the performance of the project. These binding commitments require approval and institutional endorsement, as well as tracking and accounting of the cost share expenditures. Please see Fiscal Policy 4-8 for details regarding cost sharing.

Policies

Office of Grants and Contracts

A cost transfer is the transfer of a cost incurred initially on one university program/project and subsequently transferred to a sponsored project. A cost transfer does not include items posted to a suspense account or program that are cleared to the appropriate project on a timely basis (less than 60 days from the original posting)

OMB Circular A21, "Principles for Determining Costs Applicable to Grants, Contracts, and Other Agreements with Educational Institutions," states, "...any costs allocable to a particular sponsored agreement may not be shifted to other sponsored agreements in order to meet deficiencies caused by overruns or other fund considerations, to avoid restrictions imposed by law or by terms of the sponsored agreement, or for other reasons of convenience." It goes on to state, "...any costs allocable to activities sponsored by industry, foreign governments or other sponsors may not be shifted to federally sponsored agreements."

The university recognizes that transfers of costs from one project to another are occasionally necessary to correct bookkeeping or clerical errors in the original charges. The university also recognizes that closely related work may be supported by more than one funding source, and that in such cases, a cost transfer may be completed to split the expense between projects. Again, all projects receiving a portion of the expense must directly benefit from this expense. Frequent, tardy, and unexplained (or inadequately explained) transfers, particularly where they involve projects with significant cost overruns or unexpended fund balances, raise serious questions about the propriety of the transfers themselves, as well as the overall reliability of the university's accounting system and internal controls.

Office of Grants and Contracts

A no-cost extension (NCE) refers to the extending of the project period without additional funding. Approval of no-cost extensions to your project may be handled internally or sought externally from the sponsor. You should contact your sponsored projects office to discuss a potential NCE well in advance of the end date of the award. Be prepared to provide a rationale for the NCE and document how remaining funds will be spent.

Note that additional information may be necessary, depending on sponsor requirements.

Office of Grants and Contracts

Program income means gross income earned by CU that is directly generated by a supported activity or earned as a result of a sponsored program award. Program income includes, but is not limited to, income from fees for services performed, the use or rental of real or personal property acquired under federally-funded projects, the sale of commodities or items fabricated under an award, license fees and royalties on patents and copyrights, and interest on loans made with award funds.

Interest earned on advances of federal funds is not program income. Except as otherwise provided in federal awarding agency regulations or the terms and conditions of the award, program income does not include the receipt of principal on loans, rebates, credits, discounts, etc., or interest earned on any of them. The use of monies generated from program income is subject to the applicable rules and regulations of the awarding agency and any other restrictions placed upon the program income as a part of the award terms and conditions. For example, some awards use program income to reduce the award monies provided by the awarding agency; some use it to meet matching requirements; and some allow the use of program income monies to further the objectives under which the award was made.

Generally, the same cost principles applicable to sponsor provided funds are likewise applicable to program income monies. Additionally, the awarding agency may have separate rules and regulations that specify the time frame during which the program income must be used, e.g., during the effective period of the award or after the award has ended.

Office of Grants and Contracts

The Board of Regents consists of nine members serving staggered six-year terms, one elected from each of the state's seven congressional districts and two from the state at-large. The board is charged constitutionally with the general supervision of the university and the exclusive control and direction of all funds of and appropriations to the university, unless otherwise provided by law.

Regent Laws are the laws of the university as directed by the Board of Regents. Regent Policies are the operating policies of the university and include guidelines for implementing the laws of the Regents. Administrative Policy Statements are the procedural policies of system administration for implementing the laws and policies of the Regents.

Administrative Policy Statements are the procedural policies of system administration for implementing the laws and policies of the Regents.

Clinical Trials - Fiscal Policy

2002 - Cost Sharing

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Draft APS are Administrative Policy Statements that are still under revision or are waiting approval.

On the Office of University Controller's website.

On the Office of University Controller's website.

Employee Fringe Benefit Pools Fiscal Policy

On the Office of University Controller's website.

On the Office of University Controller's website.

State of Colorado Policies

Read all about the Reporting Tool Project at the Office of University Controller's website.

The DETAIL OF FINANCIAL TRANSACTIONS REPORT (Detail of Budget, Revenues, Expenditures, and Transfers) shows in detail by account code: Budget Transactions Revenues-Account Codes 200000-399999, Expenditures-Account Codes 400000-989999, and Transfers-Account Codes 990000-999999.

This report is an itemized list of all transactions occurring on a particular speedtype for the period of the report. The period the report covers is noted in the header at the top of the report. Use this report to check that all transactions anticipated have occurred for the period of the report. If transactions are missing or in error, follow up with the appropriate individual to correct the transaction. Some transactions will have the name and phone number listed for the person who initiated the transaction. Others will not. When you are unsure of whom to contact on a transaction please refer to the Journal Source Code Contact Listing which lists contact names and phone numbers for each source code used within the Financial System.

Note the column on this report labeled Jrnl Ln Description/Journal Source. Each transaction on this report will have a Journal Source (i.e. HEN, AP, HEZ, PO, etc.). By using the web site above and the journal source code associated with the transaction you can determine the appropriate contact for the transaction. You can also look up these entries in the PeopleSoft panels.

The Budget column will show those transactions input through a Budget Journal Entry. The Requisition Encumbrance (Pre-encumbrance) and Encumbrance column will indicate any change in the encumbrance activity for the period. The Actuals column will show Expenses, Revenues, and Transfers. For definitions of these transactions refer to page 3 of this document. The main purpose of the Detail of Financial Transactions report is so departmental users can ensure that transactions are accurately posting to the correct Speedtypes.

The OUTSTANDING ENCUMBRANCES REPORT is an itemized list of all encumbrance transactions occurring on a particular speedtype for the period of the report. The period that the report covers is noted in the header at the top of the report. Payroll encumbrances are driven by the HR panels within PeopleSoft.

This information is input by your departmental payroll liaison. If you find that amounts for payroll are not encumbering correctly, contact your departmental liaison to ensure that the funding distribution has been input correctly for each individual employee.

Requisition and purchase order encumbrances are driven by users in the department entering and approving requisitions and Purchase Orders. Contact the PSC (Procurement Service Center) help desk at 303-837-2161 if you have any problems with procurement encumbrances.

On the Office of University Controller's website.

Sharing Good Practices

Finance and Procurement (Marketplace) Access

UIS Access Information

Office of University Controller's Training

Human Resources Training