FST ROUND TABLE

November 26, 20142:00pm to 3:30pm

Strathcona Anatomy & Dentistry Building, Faculty Council Room M/48

Agenda

1. Announcements, Updates & Reminders

2. MMP Sponsorship

3. PCard Practices – Medicine

4. Compliance Update (Q1)

5. Open Dialogue / Q & A / Closing Comments

New FST Members

Effective October 1st – 3 new AEC teams were launched in the Faculty of Medicine

Biochemistry, Pharmacolgy & Therapeutics & Physiology (AEC #10)

Terry Kaluta Associate Director

Valerie Lapointe Boyer HR Advisor

Helene Duplessis HR Administrator

Rafie Amirzad Financial Officer

Sonia Millet-Robinson Senior Accounts Administrator

Pathology, Oncology & Diagnostic Radiology (AEC #7)

Francis Girard Associate Director

Aimee Malyk HR Advisor

Carolynna Olha HR Administrator

Jennifer Gumbley Financial Officer

Winie Celestin Senior Accounts Administrator

New FST Members

Rosalind and Morris Goodman Cancer Research Centre (AEC #12)

Petra Gaiser Associate Director

Elio Scardelatto HR Advisor

TBA Financial Officer

Bruceil McKay Financial Administrator

Ginette Berube Senior Accounts Administrator

Faculty of Management: New FST Manager Alexandra Samra

New Financial Officers in Medicine Suzana Kafadar de Rodriguez (AEC #2) Andre Frechon (AEC #4)

Announcements, Updates and Reminders

OSR Staff Updates Change in Process Expense Reports - No more

smartphone pictures Effective November 15, 2014, all expense claims submitted

on research grants/contracts must include original receipts for reimbursement. Capturing pictures of receipts with a Smartphone is not considered an acceptable substitute for original receipts when charging research grants and contracts.

The elimination of this practice will ensure that the University remains compliant with sponsor policies and guidelines.

Pending items from last meeting

Link to KB: Hosting a Conference/Seminar/Event http://kb.mcgill.ca/fskb/easylink/article.html?id=5554

Eligibility of lab internet monthly fees Should the institution not provide free internet service to all their

faculty then the cost may be charged to the grant account. However, only the time the internet is being used for

research purposes can be charged to the grant account.

Only the lab monthly internet fees are eligible (LAN Jack)

Home internet $ threshold (best practice) Actual reasonable cost

Pending items from last meeting

Travel Advance - Uniglobe, Vision 2000 and House of Travel - FST approval process In order to ensure timely payments to the vendors,

advances must be extracted on a daily basis. Therefore:

FSTs must approve all advances related to the vendors listed above before 2pm.

If there are any pending advances after 2pm, Travel will bypass the FST and approve (only Uniglobe, Vision 2000 and House of Travel).

Travel Desk will ensure signature comply with policies and guidelines

Tri-Agency Year-End

Emails will be sent to all Grantees/FST for all funds with an end date of March 31, 2015. We hope to do this by mid December.

We will be reviewing all grants for ineligible expenses/account codes charged and will call upon the FST’s to make the necessary adjustments as was done last year. We hope to do this by December or beginning of January at the latest

MMP Sponsorship Records &

Approval Delegate Records for Purchase Requisitions

MMP Sponsorship Records

What happens when a sponsorship record expires?

No system notification is sent about this change

If an individual has no other sponsorship records:- Revert back to being a Shopper- A new sponsorship record needs to be created/confirmed in order to be able to place orders with a FOAPAL

If an individual has other active sponsorship records:- No change in access to place an order with a FOAPAL

MMP Sponsorship Records

What happens when an FFM leaves the University/change in FFM?

- Sponsorship records associated to that FFM expire- No system notification is sent about this change- If an individual has no other sponsorship records, they revert back to being a Shopper- If an individual has other active sponsorship records, no change in access to place an order with a FOAPAL

MMP Sponsorship Records cont’d

What must happen when an individual transfers Units/Depts.?

- FFM must revoke the sponsorship recordSponsorship records are automatically revoked when a UserID is TNT’d.

It is the Unit/Dept.’s responsibility to ensure that records are revoked.

MMP Sponsorship Records – KB Article #4016http://kb.mcgill.ca/fskb/easylink/article.html?id=4016

Purchase Requisitions – Approval Delegate Records

Reminder: If an FFM has set up approval delegates, the delegate must always approve the purchase requisition regardless of the dollar amount.

What happens when approval delegates are away?

The requisition is “stuck” in the approval queue until it is disapproved/approved by a delegate BEST PRACTICE: If there is only one delegate, insert the FFM as a delegate

Purchase Requisitions – Approval Delegate Records

What happens when an approval delegate record expires?

- No system notification is sent about this change- The individual is removed from associated approval queues- If there are no other approval delegate records for that fund, the FFM becomes the sole approver for all purchase requisitions

Purchase Requisitions – Approval Delegate Records

What happens when there is a change in FFM?

- Approval delegate records associated to the original FFM are terminated- No system notification is sent about this change- The new FFM will need to go in and create/confirm approval delegate records – until this is done, the new FFM will be the sole approver for all purchase requisitions

Purchase Requisitions – Approval Delegate Records

What happens if an individual transfers Units/Depts. and their approval delegate records are left as is?

- Individual will continue to receive email alerts to approve purchase requisitions- If the individual is the sole approver, the requisition is “stuck” in the approval queue until they disapprove it or until it is approved by another approver

BEST PRACTICE: Create a record for a new approval delegate and have them approve the requisition – this avoids the need to re-submit a disapproved order in MMP

Purchase Requisitions – Approval Delegate Records

What must happen when an individual transfers Units/Depts.?

- FFM must revoke the approval delegate recordsRecords are NOT automatically revoked by the TNT process- If your records have not been revoked, contact your former Unit/Dept.

Approval Delegate Records – KB Article #3861http://kb.mcgill.ca/fskb/easylink/article.html?id=3861

PCard Process – Medicine AEC

Ensure each cardholder has an independent person doing the reconciliation (can be in the department or at the AEC/FST)

AEC/FST is the record retention for all original receipts and act as the record retention center

Help direct purchases to McGill Market Place Facilitate all audit requests by being the point of contact

providing necessary documents Monitor default fund for possible transactions posted to it. If

necessary, process journals Annually verify the default fund to ensure it’s still appropriate

Compliance Results FY15 (Q1)

FY15 (Q1) Reviews have been completed Results will be presented to the FFOs via face to

face meetings during the next two weeks Results will be sent to the TRIG Executive Steer

Co on December 8, 2014 We will communicate via FST listserv recurring

findings observed in Q1 RFMS is available to meet individual FSTs who would

like to over their specific results Contact Sonia (sonia.pietraroia@mcgill.ca) or

Stella (stella.sotocinal@mcgill.ca)

Upcoming FST Meetings

Upcoming FST meetings Engineering to present some best practices in January 2015 March 2015 – Faculty is……

Next Meeting

The FST meeting schedule for 2015 will be posted on the RAN website in Decemberhttps://www.mcgill.ca/research/ran/members/financial-services-teams-fst

Date Time Location Room

January 22, 2015 2:00pm to 3:30pm

Strathcona Anatomy & Dentistry

M/48

OPEN DIALOGUE

Happy Holidays See you in 2015!