MONITORING (AUDITS)
Working in conjunction with the contracts office, the State Auditor will routinely audit the financial accounts of each center at the respective institution. Two semiannual audits per center will be conducted.
The audit will evaluate and confirm that: (i) reimbursement is for actual expenses, (ii) there is documentation for matching funds received, (iii) the matching funds are allocated only to one center, (iv) prior approval for in-kind matching funds is on file, (v) invoicing is on schedule and within the budget parameters, (vi) current contract and amendments are on file.
AMENDMENTS TO THE CONTRACT
If the Center Director has a legitimate reason to amend the contract, a written request should be submitted to the director of the Centers of Excellence Program office. The request must be signed by the appropriate officials both in the Contracts Office and the Technology Transfer Office of the respective institution.
CONTRACT EXTENSIONS
The Utah State Legislature approves funding for the Centers of Excellence program on a fiscal year basis. The program submits a report to the Legislature annually and has to justify the funding level. Hence contracts are drawn up for the duration of the fiscal year. In some instances a center may apply for an extension of the contract, providing 90% of the budget is already expended during the fiscal year. A request for contract extension should be submitted in writing to the director of the Centers of Excellence Program. Only 10% of the contract may be carried over. The Centers of Excellence that have been funded for the next consecutive year are NOT eligible for contract extensions. Requests must be submitted a minimum of 10 days prior to June 30, 2003, close of fiscal year, with the Center name and reason for request.
BUDGET CATEGORIES
The budget categories include personnel, capital equipment, sub-contracts (consultants, market studies, other contractual work) and other expenses (travel, office materials, printing, etc.).
BUDGET LINE ITEM CHANGES
As the budget categories are broad, a 15% change in each category is acceptable. Written approval must be obtained to make a line item change in excess of 15% in the contracted budget. Use the COEP contract amendment form to apply for budget line item changes.
PROPRIETARY INFORMATION/CONFIDENTIALITY AGREEMENTS (GRAMA)
Site visitors representing the program will sign the standard non-disclosure agreements. The program will protect proprietary information submitted to the extent possible. See GRAMA information. (http://www.archives.state.us.us/recmanag/grama95.htm)
CARRYOVER FUNDS
The budget described in the contract is designated for the particular fiscal year and is an integral part of the contract. Upon the expiration of the contract, residual funds under the contract can only be accessed by amending the contract as described above. The Centers of Excellence that have been funded for the next consecutive year are NOT eligible for contract extensions.