Department Administrator Session #4 – March 1st

Agenda Follow up to January 19 th 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 16 th 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 Lookup of accounts with no transactions –FUGPO lookup available

Follow up to November 16 th meeting Wrong Grant/Unit transactions –An alert has been created so that you will receive an 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 ed 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 –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 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 (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 ) –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 – SSHRC - Social Sciences and Humanities Research Council – eng.aspx CIHR – Canadian Institute of Heath Research –

Tri-Council Finance March 31 st 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 - Extensions Agency Automatic Extension Period (1 Year) Extension by Request Only NSERCDiscovery 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; 1, 2 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.

Tri-Council - Extensions Agency Automatic Extension Period (1 Year) Extension by Request Only SSHRCAboriginal 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 - Extensions AgencyAutomatic Extension Period Extension by Request Only (1 Year) CIHRAll grants 2 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; 2 if a funding expiry date is September 30, 2010, the automatic extension period will end on March 31, All grants beyond the automatic extension 1, 2, 3 Grantees may request one additional extension (one year) to the Authority to Use Funds period. 1, 2, 3 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

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

Tri-Council Release of Installment – Existing Award

Tri-Council Expense Eligibility Tri-Council Financial Administration Guide – 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?