1. Department Administrator
Session #7 – February 21st 2013

2. 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

3. 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

4. Research Financial Services
Director Research Financial Services
(Dave Reinhart) –
Manager, Infrastructure Programs
(Lee Bennard) –
Financial Officer, Infrastructure Programs (Linda Hoffman) –
Administrative Support, Infrastructure Programs – 24 hours per week – (Christa Aljoe)
Manager, Tri Council
(Asif Momin) –
Tri-Council Awards Accountant (Vacant) –
Manager, Research Grants and Contracts (Other Government and Industry)
(Eric Hinse) –
Financial Officer, Research Trust Accounts
(Susan Ferguson) –
(Pat Duggan) –
Manager, Major Research Contracts
(Shaun Wilson) –
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

5. 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

6. 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

7. 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

8. 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

9. 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

10. Statistics from PPP

11. Statistics from PPP

12. Statistics from PPP

13. Statistics from PPP

14. 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

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

16. 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

17. 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

18. 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 – no longer show commitment for salaried student labour