1. Research & Trust Accounting (RTA) UBCO Research Orientation Day August 28, 2013

2. Agenda  Overview  Research Roadmap  RTA’s Responsibilities  Researcher’s Responsibilities  Tools Available to Researchers  Key UBC Policies for Researchers  Other Frequently Used Policies  RTA Contacts  Want more Information?

3. Overview  UBC administers research activities through the Research Information Services (RISe) – an online research administration tool that allows researchers and administrators to manage applications, interact with research teams, administrators and reviewers and automatically sends email reminders regarding status of project or application.  Detailed revenue and expense transactions are posted to specified accounts called Project Grants (PGs); transactions can be viewed through the Financial Management System (FMS). Payments to vendors and reimbursements are uploaded daily to FMS, while Salary and benefit transactions are uploaded to FMS only at the end of every month.

4. Research Roadmap 1. Funding Opportunities ORS RTA 8. Account Management 2. Proposal Development 3. Proposal Submission 4. Award Stage 5. Compliance Certification 6. Research Account 9. Report & Publication 7. Report to Agency 10. Knowledge Mobilization

5. RTA’s Responsibilities  Post-award support  Financial reports to sponsors  Invoicing and cash collection  Monitors compliance with sponsor and UBC policies  Monitors over-expenditures  Transfer funds to/from collaborating institutions  Reconcile budget with payments from sponsors

6. Researcher’s Responsibilities  Authorizing expenses charged to their PGs  Ensuring expenses are eligible under funding agency guidelines and comply with UBC policy & procedure  Contacting sponsor agency if their status changes or to request a term extension  Responsible for any over-expenditures on their PGs  Notifying RTA to inactivate a PG if research is complete  Completing progress/technical reports as required

7. Tools Available to Researchers  UBCO Finance website: www.ubc.ca/okanagan/finance  Formal and/or informal training from RTA staff  FMS nQuery – allows user to view account balances, transactions and commitments  Researcher Dashboard-same as above; only available to research account managers

8. FMS nQuery Application  View-only access to financial transactions for your account/PGs  Allows PG holders to view the balance remaining in their PGs all transactions that have posted to their PGs an estimate of salary and PO commitments

9. Researcher Dashboard  Set up process is automatic, but must have a CWL login ID and be a PG manager to have a ‘Dashboard’  The dashboard appears when the PI logs onto the Management System Portal  Only Active Research and Specific Purpose accounts display  Shows a ‘snapshot’ of financial information only  PI will be able to determine if overspending has occurred or if a date extension may be required

10. Accessing FMS nQuery  Log on to the Management System Portal www.msp.ubc.cawww.msp.ubc.ca  Then choose Management System Portal  A CWL is required for above. To obtain more information go to: http://it.ubc.ca/services/account s-passwords/campus-wide-login- cwl http://it.ubc.ca/services/account s-passwords/campus-wide-login- cwl

11. FMS nQuery and Dashboard Research Dashboard –visible only if you are PG manager

12. Viewing your Transactions (General Ledger)

13. PG start and end dates. Expenses to this grant must occur within this time period. PG status – open or closed Speed chart Overhead rate PG manager Account/PG

14.  http://finance.ubc.ca/research-trust/ubc-and-agency-policies http://finance.ubc.ca/research-trust/ubc-and-agency-policies Key UBC Policies for Researchers Policy #Policy Name 83Travel and Related Expenses 84Entertainment 87Research 89Research and Other Studies Involving Human Subjects 90Over-Expenditure on Research and Specific Purpose Projects/Grants 97Conflict of Interest and Conflict of Commitments 109Ownership 119Cash Handling 122Purchasing OtherRejected Payroll Appointments

15. Funding Agency Guidelines NameLink Tri-Council Financial Administration Guide http://www.nserc- crsng.gc.ca/Professors- Professeurs/FinancialAdminGuide- GuideAdminFinancier/index_eng.asp NCE, CFI, WD, MSFHR (UBC RTA website has links) http://www.finance.ubc.ca/research- trust/ubc-and-agency-policies

16. Contacts  Gabriel GockResearch & Trust A – K (based on Financial Specialist last name of PI)250-807-8793 gabriel.gock@ubc.ca  Richard WashingtonResearch & Trust L – Z (based on Financial Specialist last name of PI)250-807-9315 richard.washington@ubc.ca

17. Want more information? September 25, 2013 - 9.00-11.00 am - FIP250 Topics discussed:  Understanding your dashboard and FMS nQuery  Handling over-expenditures  PG email notifications and inactivating your accounts  Eligible expenses for Tri-Council accounts  Overhead rates and budgeting for them  Sponsored Research Accounts  UBC policies

18. Questions?