Department Administrator Session #7 – February 21st 2013

Agenda Reminder – March 31st Changes in Research Financial Services Projects ending March 31st Projects not allowing a carryforward Government reporting (Tri-Council, CFI, etc) Changes in Research Financial Services Set up of accounts with internal transfers Stats from PPP RFS projects Internal Accounts Accounts past end date Overspent externally restricted accounts Aged receivables Next session

Reminder – March 31st Please review your project lists for: Projects ending March 31st Projects that do not allow a carryforward Government sponsors (Tri-Council, CFI, etc) Please make best effort to ensure expenses are recorded in the account prior to March 31st

Research Financial Services Director Research Financial Services (Dave Reinhart) – 0595-001 Manager, Infrastructure Programs (Lee Bennard) – 0595-002 Financial Officer, Infrastructure Programs (Linda Hoffman) – 0595-003 Administrative Support, Infrastructure Programs – 24 hours per week – (Christa Aljoe) Manager, Tri Council (Asif Momin) – 0595-009 Tri-Council Awards Accountant (Vacant) – 0595-010 Manager, Research Grants and Contracts (Other Government and Industry) (Eric Hinse) – 0595-011 Financial Officer, Research Trust Accounts (Susan Ferguson) – 0595-007 (Pat Duggan) – 0595-005 Manager, Major Research Contracts (Shaun Wilson) – 0595-004 INFRASTRUCTURE PROGRAMS Application budget Award Finalization Account set up Budget input to FRS Compliance review In-kind review Financial Reports Supporting documentation Disbursement of funds Faculty and Dept Administrator training TRI-COUNCIL Budget assistance Budget input to FRS Account set up Compliance review Financial reports Disbursement of funds Transfer letters Faculty and Dept Administrator training OTHER GOV’T AND INDUSTRY Budget assistance Budget input to FRS Account set up Compliance review Invoicing Deposit of cheques Collection of aged receivables Financial reports Supporting documentation Faculty and Dept Administrator training MAJOR RESEARCH CONTRACTS Application budget Award Finalization Account set up Budget input to FRS Compliance review In-kind review Financial Reports Supporting documentation Disbursement of funds Audits Faculty and Dept Administrator training 10/17/201910/17/2019

Set up of accounts with Internal Transfers Researcher A from Plant Ag to receive $100K award from AAFC Researcher A wishes to transfer $20K to Researcher B from Biomedical Sciences

Set up of accounts with Internal Transfers Account A Award Amount $100K Funding Agency - AAFC Deposit $100K Comments – Reference Account B and relevant indirect costs per budget from researcher Revenue Transfer to Account B

Set up of accounts with Internal Transfers Account B Award Amount $20K Funding Agency - AAFC Comments – Reference Account A and relevant indirect costs per budget from researcher Revenue Transfer from Account A

Sample Budget Template Year 1 Government Sponsor Industry Partner #1 Industry Partner #2 Industry Partner #3 Total   Guelph Collaborator Notes: Personnel 1. Ensure start dates and end dates of matching sponsors correspond with main award. Travel 2. Budget at the highest level allowed by the sponsor (add detail in your budget justification when possible) Materials & Supplies 3. Assign costs based on restrictions/limitations: some sponsors may require extensive documentation and audit of indivdiual transactions (especially travel and equipment) so use those sponsor funds for the less administratively intense expenses (i.e personnel). This especially true for AAFC, FedDev, Cdn Space Agency. Equipment 4. Understand if your sponsor allows carry forwards from one year to the next year (FedDev, AAFC, Env. Cda, OCE) Total Direct Costs 5. Understand if your sponsor allows variances between categories (Cdn Space Agency, AAC, AAFC, Env. Cda, OCE, Tri-Council matching programs (e.g. CRD), …) Indirect Costs Total Costs Year 2 Year 3

Budget tips RFS is working with RSS to prepare some budget tips and intend to reach out to the faculty to provide some training and guidance when creating a budget. Suggestion was made to include link to budget rates for different employment categories

Statistics from PPP

Statistics from PPP

Statistics from PPP

Statistics from PPP

RFS Projects – Closing GPR Accounts Accounts noted as Board Restriction – primarily GPR accounts (approximately 1200 accounts) Review accounts with ‘no transactions’ since January 1, 2010 Prepare summary sheet by account for each department Forward to department for review and department coding to transfer surplus funds (or charge deficit) RFS will prepare journal entry RFS will close account

RFS Projects – Closing Accounts past end date Review accounts past end date RFS to review case by case: Review file Email department for input Update end date if incorrect Work with department to clear balance and arrange for adjusting journal entry to be prepared

RFS Projects – Review of overspent accounts Review Overspent Grants report from FRS Flag accounts where: Expenses > Award Amount Revenue = Award Amount Follow up with department and researcher to clear overexpenditure

RFS Projects – Aged Receivables Review files for last communication with sponsor Follow up with: Sponsor Researcher Department Consider payment plan or sending sponsor to Collection Agency

Next Session When would you like to meet again? Early June Agenda items? Please help!! … If you have more ideas than please share them Are departments sharing good practices with each other? Suggested Agenda Item: Understanding of Commitments Commitments entered as credits Process for clearing commitments when amount paid is less than PO Commitment for support staff (less than full time) Object 61417 – no longer show commitment for salaried student labour