department administrator session #4 – march 1st. agenda follow up to january 19 th meeting (10...

Department Administrator Session #4 – March 1st

Agenda• Follow up to January 19th meeting (10 mins)

• PDF Scheduled Reports (15 mins)

• Payments to particpants of research surveys, etc (5 mins)

• Update on RFS projects (5 mins)

• Research awards with Faculty Pay (5 mins)

• Tri-Council guidelines (50 mins)

• Next scheduled meeting (5 mins)

Follow up to November 16th meeting

• Full name picklist available in FRS– Data clean up continues– If you have specific examples for your

department please note them and send Dave an email

• Lookup of accounts with no transactions– FUGPO lookup available

Follow up to November 16th meeting

• Wrong Grant/Unit transactions– An alert has been created so that you will receive an

email from Oracle (Workflow Mailer) if a transaction is processed and the Grant does not match the Unit

– The alert is currently being tested and will be moved into production late March/early April. The alert will be sent to the home department of the grant charged and a cc to the department that initiated the charge.

– The alert will request the initiating department to make the correction and forward a copy of the entry to the home department.

PDF Scheduled Reports • What reports are you sending to a faculty member?

– Sending Grant Summary, Payroll Summary and Transaction detail

• How are you sending this information?– Varies by department … some have set up scheduled reports to be

emailed to faculty. Others are sending pdfs or printing hard copies

• Why are you doing this?– Information is being sent to researchers because they won’t do it

themselves and they perceive this as not being their job to manage accounts. Virginia has been sending reminder notices to prompt researchers to look at their accounts.

– Move of the University to be paperless and to give the researchers most up to date information which can be accessed from anywhere in the world … My Grants Tracker provides all of this info to them.

– I encourage all of you departments to contact Koray Beduk to arrange a training session for your faculty. My Grants Tracker was built for them so we want to encourage them to use it.

Payments to participants of research surveys, etc

• How is this handled by departments?• Requirement for SIN numbers?

• Cheque requisition for each participant requires Name, SIN and address

• Other option is to do a cash advance to the faculty and have participants sign off that they have been paid

• No conclusive outcome …

Updates on RFS Projects• Research Financial Services Task List

– Understand number of financial statements, invoices that are to be done and by when

• New attributes– Updating info and hope to start populating

soon• Website

– Financial Services and CCS working to revamp the Financial Services website (including Research Financial Services)

Update on RFS projects (cont’d)• My Grants Tracker

– Drop in sessions every Wednesday morning at 10am (University Centre UC012)

– Scheduling Department sessions– Entering NEW budgets or end date after April 30 2012– Approximately 900 budgets to be entered

• Management of Research Accounts– Closing of old accounts and transferring balances (316 of

993 accounts closed … Note: Nov 2011)– Updating end dates– Automated closing– Automated End Date email notice

Research Awards with Faculty Pay

• Example: – Faculty J. Somebody belongs to Department

ABC– J. Somebody is a fully funded position and

receives $100K/yr– Department ABC receives a budget for $100K

to cover salary cost– J. Somebody receives a research award from

sponsor which includes $20K for Faculty Pay– A new research account (012345) is set up for

research award

Research Awards with Faculty Pay (cont’d)

• How much salary does J. Somebody earn?– J. Somebody will earn $100K salary

• What does Department ABC do?– Prepare a journal entry to transfer the appropriate amount of salary for

J. Somebody ($20K) from Dept account (Credit) and move to research account 012345 (Debit)

– Department ABC will have a budget for $100K with actual salary costs of $80K ($100K payroll – $20K journal entry to transfer costs to account 012345)

– Department ABC will have $20K of budget available to be used at the discretion of the Department

– Dave to prepare a memo to summarize the procedures for faculty pay.

Tri-Council• NSERC - Natural Sciences and

Engineering Research Council of Canada– http://www.nserc-crsng.gc.ca/index_eng.asp

• SSHRC - Social Sciences and Humanities Research Council– http://www.sshrc-crsh.gc.ca/home-accueil-

eng.aspx• CIHR – Canadian Institute of Heath

Research– http://www.cihr.ca/e/193.html

Tri-Council

Finance• March 31st

• Only Tri-Council funding• Release next installment

to UofG based on balance of previous year

Program• Any month of the year• Multiple requests per year• Tri-Council funding plus

other industry partners• Release next installment

to UofG based on current balance

Tri-Council - ExtensionsAgency

Automatic Extension Period(1 Year)

Extension by Request Only

NSERC Discovery Grants (Individual, Group); Major Resources Support; Research Tools and Instruments - Categories 1, 2 and 3; Subatomic Physics Envelope (Individual, Group, Research Tools and Instruments, Major Resources Support, Project); Supplements to Discovery Grants (Accelerator Supplement, Northern Research Supplement) 1, 2

Networks of Centres of Excellence

Brockhouse Canada Prize for Interdisciplinary Research in Science and Engineering; Gerhard Herzberg Canada Gold Medal for Science and Engineering; NSERC John C. Polanyi Award

For all other programs not listed in the Automatic Extension Period column, the extension will be upon request only.

http://www.nserc-crsng.gc.ca/Professors-Professeurs/FinancialAdminGuide-GuideAdminFinancier/AnnualFunding-FinancementAnnuel_eng.asp

Tri-Council - Extensions

AgencyAutomatic Extension Period(1 Year)

Extension by Request Only

SSHRC Aboriginal Research (Research Grants); Aid to Research Workshops and Conferences; Canadian Environmental Issues (Research Grants); Image, Text, Sound and Technology (Research, Workshop/Conference/Summer Institute Grants); Innovation, Leadership and Prosperity (Public Outreach Grants); Knowledge Impact in Society; Management, Business and Finance (Research Grants, Public Outreach Grants); Northern Research Development Program; Research/Creation Grants in Fine Arts; Research Development Initiatives; Sport Participation Research Initiative (Research Grants); Standard Research Grants; Aid to Scholarly Journals; Partnership Development Grants; Partnership Grants; Insight Development Grants; Insight Grants.

For all other programs not listed in the Automatic Extension Period column, the extension will be upon request only.

Tri-Council - ExtensionsAgency Automatic Extension Period

Extension by Request Only(1 Year)

CIHR •All grants2

The unspent balance of a grant does not lapse at the end of the grant period. Unless otherwise specified on the Authorization for Funding, grantees have a minimum of one additional fiscal year, beyond the expiry date of their grant, to use their unspent funds (i.e., up to March 31 of the next full fiscal year). This authority to use funds is provided to the end of CIHR's fiscal year.

This also applies for grants funded all in one year (unless otherwise specified on the Authorization for Funding).

For example: if a funding expiry date is March 31, 2010, the automatic extension period will end on March 31, 2011;•if a funding expiry date is September 30, 2010, the automatic extension period will end on March 31, 2012.

All grants beyond the automatic extension1, 2, 3

Grantees may request one additional extension (one year) to the Authority to Use Funds period.

1 Additional extensions to the Authority to Use Funds period beyond the automatic extension period will be considered only in the case of extended leaves of absence during the grant period or due to uncontrollable delays to project activities.

2 Grantees can submit another grant application and hold a new grant during the extension period.

3 Grantees must write to program staff for an additional extension.




Tri-Council Financial Forms• Form 300

– Used for all financial reports for main award or sub-awards

– Used by Program and Finance group• Form 303

– Used to identify outstanding commitments to be incurred at Guelph after a researcher has left the University

– Commitments must be in place prior to end of researcher termination date … no new types of expenses

Tri-Council Account Setup

ORS = Office of Research ServicesRFS = Research Financial Services

Research Financial Services - Account Set Up for Tri-Council

RFS responsible for invoicing, payments and

financial reporting

File set-up/hand-off from ORS to RFS

Finish

13

Start


13 File in cabinet to await for Signing Authority for Tri-

Council Grants

14

FinishFile set-up/hand-off from ORS to RFS

13Receive Signing Authority

for Tri-Council Grants

15


13 Pull appropriate file from cabinet and set up account

in Oracle

16 Account will be active and available for use the next

day


13 Copy of Signing Authority for Tri-Council Grants given

to Accounts Payable

17

Finish

Tri-Council Receipt of Funds

• Tri-Council will provide funds by installments throughout the year

• RFS will receive cash as well as a payment list identifying researcher, annual installment and portion of the annual installment currently being paid

• RFS will deposit this cash into a holding account

Tri-Council Receipt of Funds – (cont’d)

• ORS will notify RFS when it is appropriate to transfer annual installment from holding account to researcher account

• University of Guelph will transfer full annual installment

Tri-Council Release of Installment – New Award


Research Financial Services - Tri-Counci Installment for New Awards

RFS responsible for invoicing, payments and

financial reporting


Finish

13

Start


13 File in cabinet to await for Signing Authority for Tri-

Council Grants

14


13Receive Signing Authority

for Tri-Council Grants

15


13 Pull appropriate file from cabinet and set up account

in Oracle

16 Account will be active and available for use the next

day


13 Copy of Signing Authority for Tri-Council Grants given

to Accounts Payable

17


ORS and RFS receive notice of award from Tri-

Council

1315FinishFile set-up/hand-off from

ORS to RFS

13

ORS set up account


ORS check for protocols (if applicable) to ensure in place

(Animals, Humans, Biohazards)

12 Notification of Account Set-up by ORS to Researcher/

Admin of Researcher's Dept./RFS

Account set up by ORS

Finish


13RFS Transfer of full Year 1

annual installment

18

Tri-Council Release of Installment – Existing Award


Research Financial Services - Tri-Counci Installment for Existing Awards

Email sent from ORS to RFS to release next

installment

Start


ORS and RFS receive notice of next installment

from Tri-Council

1


ORS check for protocols (if applicable) to ensure in place

(Animals, Humans, Biohazards)

Finish


13RFS Transfer next full year

annual installment

18

Tri-Council Expense Eligibility

• Tri-Council Financial Administration Guide– http://www.nserc-crsng.gc.ca/Professors-

Professeurs/FinancialAdminGuide-GuideAdminFinancier/index_eng.asp

Tri-Council – Residual Funds

• NSERC/SSHRC awards – If a positive balance remains in an account at the end of the award than the balance can be transferred to a General Research Fund (GRF) account

• GRF account held under the direction of the Associate VP Research

Tri-Council – Residual Funds (cont’d)

• Tri-Council account must be closed to $0.00 by transferring funds to GRF

• Tri-Council approves transfers to GRF on an annual basis and they require a financial report from Guelph on these funds

Tri-Council – Residual Funds (cont’d)

• Researcher may submit request to Laura Beaupre to:– Explain reason for surplus funds– Amount of requested funds– Reason for need of funds– Budget for requested funds and timeline for

use• If Laura approves than she will notify the

Researcher and RFS. RFS will transfer the funds based on approval

Next Scheduled Meeting

• Options:– June– End of September– October

• Topics:– We have covered a significant portion of items

identified in last years summer survey– What would you like to see next?

department administrator session #4 – march 1st. agenda follow up to january 19 th meeting (10...

Documents

home department

mins research awards

mins update

mins payments

initiating department

mins pdf scheduled reports

scheduled meeting

website financial services