FST ROUND TABLE - McGill University · 10/21/2015  · Analysis as at August 31, 2015 Commitments...

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FST ROUND TABLE October 21, 2015 2:00pm to 3:30pm Strathcona Anatomy & Dentistry Building, Faculty Council Room M/48

Transcript of FST ROUND TABLE - McGill University · 10/21/2015  · Analysis as at August 31, 2015 Commitments...

Page 1: FST ROUND TABLE - McGill University · 10/21/2015  · Analysis as at August 31, 2015 Commitments $10,000.00 Expenses 2014-2015 $2,009,999.00 Budget 2014-2015 ($2,000,000.00) Balance

FST ROUND TABLE

October 21, 2015

2:00pm to 3:30pm

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

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Agenda

1. Announcements, Updates & Reminders

2. Compliance Results – Tri-Agency Audit Simulation

3. Best Practices – Faculty of Law

4. Quarterly Internal Services Expenditures & PO Variance Reports

5. New FFM/PI/Delegate Approval Queues in MOPS for PCard Transactions

6. Open Dialogue / Q & A / Closing Comments

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Staff Announcements

Staff Announcements

Welcome back Oksana Vasilik, Supervisor

Nivethika Kandasamy, Financial Administrator, SSHRC Grants, SSHRC Inter-Institutional

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FST Round Table Slides & Schedulehttps://www.mcgill.ca/research/ran/members/financial-services-teams-fst

https://www.mcgill.ca/research/ran/members/financial-services-teams-fst
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How FST Jurisdiction is Assigned

WHAT WHO HOW EXAMPLE

Assign FFM to FST

Financial Officer

Minerva FST AdministrationMenu

Prof Cooper

ENG01

View FST by Fund Code

All FTMFUNDMcGill Fund Options

Prof Cooper’s Funds:224571 ENG01 (default)210802 ENG01 (default)213895 ENG01 (default)

Override or Disable FST for a Fund Code

FinancialOfficer – Email [email protected]

FTMFUNDMcGill Fund Options

224571 ENG02 (override)

For more info, please visit: www.mcgill.ca/financialservices/ffo

mailto:[email protected]
http://www.mcgill.ca/financialservices/ffo
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Honouring on-going salary commitments after PI resigns

Grant will be terminated as of the end date of the PI’s appointment with the University

Tri-Agencies will honour on-going commitments of salaries encumbered prior to the end of the grant.

Example: PI resigns from McGill as of February 28th. PI will no longer be eligible to incur new expenses as of that date. However, the agency may authorize that a commitment (usually student salaries) made prior to February 28th to continue to be paid (up to 6 months following the PI’s resignation).

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Honouring on-going salary commitments after PI resigns (cont’d)

Answer:

The stipend in the amount of $20,000 needs to be pro-rated to reflect 6 months as of March 1. The PI can only pay the student for 6 months from the date of departure (i.e. $20,000/12 x 6 months) for a total of $10,000. The balance can be paid from another funding source.

Scenario:

PI has offered a stipend to a student for $20,000 for the period of January 1 to December 31 but he terminates from the University as of February 28. Can he still pay the student the $20,000 in the 8 month period (i.e. 6 month phase out ends August 31)?

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Terminating Funds

Emails will be sent to all Grantees/FST for all funds with an end date of March 31, 2016.

This will be done by mid-November.

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Travel Desk UpdatesExpense Report Signatures

All EXRs must be signed by the claimant and the PI/FFM

ONLY in cases where PI is on sabbatical and/or not living in Montreal, an email approval will be accepted

Email approval must include sufficient info to tie it back to the claim – amount, claimant, ER number and pdf copy of claim to be attached

Email must also include attestation note disclosed per the expense report

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Travel Desk UpdatesExpense Report Signatures (cont’d)

In cases where the approver is away at a conference, or away for a short period, it is recommended to use the delegation menu

In all other cases, email approval is not an acceptable method for simply a matter of convenience

The approval process vis-à-vis signature vs. email approval is currently under review. Until further notice, it is status quo.

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Travel Desk UpdatesFST Claims – Change in Process

Effective November15th, Travel Desk will no longer be performing cursory reviews on claims approved by the FST

Link: https://www.mcgill.ca/research/ran/members/financial-services-teams-fst/2015-fst-round-table

https://www.mcgill.ca/research/ran/members/financial-services-teams-fst/2015-fst-round-table
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Travel Desk UpdatesFST Claims – Change in Process

Expense Report stamp with your initials signify that you are certifying that the ER complies with University policy and/or Granting Agency Guidelines

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TRI-AGENCY AUDIT SIMULATION

Samples were selected from all 11 faculties

The review of supporting documentation has been completed

We are currently compiling the results

A preliminary assessment shows that the overall University performance is favorable

Final results will be communicated by the end of October

Transaction streams with highest non-compliance:

o Appointment Forms

o Journals

o Feeds/IDCs

The major finding is – Missing PI approval

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Appointment Forms

Offer Letters must be signed by the Principal Investigator (PI) or co-signed with the Chair and/or HR representative

There must also be a PI confirmation of the fund to charge including labour distribution percentage/s

Any subsequent changes in labour distribution must be supported with the PI’s approval

Electronic or digital signatures are not acceptable

Journal Vouchers

Ensure eligibility of the item to be reclassified prior to processing the entry

PI approvals are required and must be retained in a central repository

Email approvals are acceptable

TRI-AGENCY AUDIT SIMULATION

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FST PresentationFaculty of Law

Best Practices Presentation:Fund Reconciliations

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Fund Reconciliations

Fund Balances and Profiles by Financial Manager - Crystal Report

The FFMs are able to easily access this report and are able to quickly review their fund balances and expenditures

Depending on their concerns I produce a detailed report for them – example: Payroll, BSA, Outstanding Advances, Commitments.

A PDF format of this report is emailed to the FFM’s bi-monthly

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Fund Reconciliations

Perform monthly reconciliations for Operating Funds under the jurisdiction of the Dean

This allows me to make sure that all expenses are related to the Faculty’s operating activities

Perform monthly reconciliations on problem Grants

Some grants require more attention to ensure that the funding is spent and that the expenses are eligible and compliant with sponsor regulations

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Fund Reconciliations

In my role as FST I train other areas in the Faculty to prepare reconciliations under their jurisdiction for the Dean to approve.

Institute of Air and Space Law

Paul-André Crépeau Centre for Private and Comparative Law

Centre for Intellectual Property (CIPP)

Centre for Human Rights and Legal Pluralism (CHRLP)

Career Development Office

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Sample of Reconciliation

Fund 151300

Faculty of Law Operating Fund

Analysis as at August 31, 2015

Commitments $10,000.00

Expenses 2014-2015 $2,009,999.00

Budget 2014-2015 ($2,000,000.00)

Balance as at April 30, 2015 $19,999.00 over-spent

Commitments as at August 2015 $80,000.00

Expenses:

May 31, 2015 $89,700.00

June 30, 2015 $76,601.00

July 31, 2015 $101,623.00

August 31, 2015 $132,824.00

Budget 2015-2016 ($1,000,000.00)

Balance as at August 31, 2015 ($519,252.00) balance

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Fund Reconciliations

The reconciliation includes the following:

Monthly Fund Details (FZRG0021/FZRG0049)

Review and Authorization stamp

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Reconciliation Prizes and Scholarships

This reconciliation is given to the Dean at the beginning of April before the awards are given and at the end of December once they have been processed.

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Reconciliation Prizes and Scholarships

Group Reconciliation Prizes and Scholarships

April 30, 2015

Fund Fund Title

Budget 2015-

2016

Prior Year

Surplus/Deficit Commitments Expenses Awardee Balance Comments Dean's Comments

xxxxxx Lord Reading Soc. Human Rights Bursary 0.00 0.00 0.00 0.00 John Doe 0.00

Summer 2013 internship to be charged to this

balance before the end of Fiscal Year 13

xxxxxx William Kagan Memorial Prize 0.00 0.00 0.00 0.00

Endow

Capitalization 0.00 Prize on hold until fund accumulates $500

xxxxxx

Toronto Alumni 150th Anniver

Scholoarship 0.00 0.00 0.00 0.00 John Doe 0.00

Entrance Scholarhip award full amount in August

2013

xxxxxx Stanley Kandestin, Q.C. Prizie 0.00 0.00 0.00 0.00 N/A 0.00

Entrance Scholarhip award full amount in August

2013

xxxxxx Blake Cassels & Graydon LLP Scholar 0.00 0.00 0.00 0.00

John Doe and John

Smith 0.00 N/A

xxxxxx Nancy Park Memorial Prize 0.00 0.00 0.00 0.00 John Smith 0.00

Summer 2013 internship to be charged to this

balance before the end of Fiscal Year 13

xxxxxx Setsuko Ushioda-Aoki Prize 0.00 0.00 0.00 0.00 N/A 0.00 Prize on hold until fund accumulates $500

xxxxxx Lindsey Anne Cameron Award 0.00 0.00 0.00 0.00 Mary Smith 0.00

Summer 2013 internship to be charged to this

balance before the end of Fiscal Year 13

xxxxxx Steve and Rob Michelin Scholarships 0.00 0.00 0.00 0.00

Mary Smith and

John Dow 0.00

Entrance Scholarhip award full amount in August

2013

xxxxxx Stephen A. Scott Award in Law 0.00 0.00 0.00 0.00 John Doe 0.00 N/A

xxxxxx Brett Code Scholar Criminal Law 0.00 0.00 0.00 John Smith 0.00 N/A

Prepared by: Pina Ricco

Reviewed by: Debbie Carlone

Approved by: Dean Daniel Jutras

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FST Manager

I want to acknowledge my administrator Sabrina Falco who is a valuable member of my team.

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Approving PCardtransactions which have been reconciled in MOPS

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The PCard Requirement

The Tri-Agency Requirement is:

Transactions must be approved by the Fund

Financial Manager (FFM) or the FFM’s delegate prior to

being posted to a Tri-Agency fund.

STEP 1: Make a

purchase using PCard

STEP 2: Reconcile the transaction in

MOPS

STEP 3: Approve the transaction in

Minerva

STEP 4: Transaction is posted to the

ledger

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STEP 2: Reconcile the transaction in

MOPS.

Minerva updates the transaction

status.

STEP 3: Transaction

arrives in Approver’s

queue.

AUTO-APPROVED

• Transaction is automatically approved when the Reconciler in MOPS is the FFM or the FFM’s delegate.

• Transaction posts to CORRECT FOAPAL.

APPROVED

• Approver approves the transaction.

• Transaction posts to CORRECT FOAPAL.

DISAPPROVED

• Approver rejects the transaction (w/ explanation)

• Transaction appears back in MOPS.

POSTED TO DEFAULT FUND

• Approver does not approve within specified timeframe.

• Transaction posts to DEFAULT FOAPAL.(Default FOAPAL Tri-Agency Grant)

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Approving PCard transactions which have been reconciled in MOPS

Where do you approve reconciled PCardtransactions? New “Approvals” menu item in the Finance (Fund) Administration

Menu

Who has access to approve reconciled PCardtransactions? Fund Financial Manager (FFM)/Principal Investigator (PI) of the

fund(s) charged

Approval Delegates as per Procurement Administration Menu

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Are Approvers notified when there are pending transactions to be approved? YES – system generated emails

Is it possible to see the approval history of a transaction? YES

Approving PCard transactions which have been reconciled in MOPS

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Have any changes been made to the MOPS menu? NO

Do PCard Holders and/or PCardAdministrators need to request additional access? Only if they should be considered “Approvers” and do not fall into

one of the two categories for “who” has access to approve reconciled PCard transactions.

Approving PCard transactions which have been reconciled in MOPS

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Upcoming FST Meetings

Upcoming FST meetings

Faculty of…

Next Meeting

The FST meeting schedules for 2015 & 2016 is posted on the RAN site

https://www.mcgill.ca/research/ran/members/financial-services-teams-fst

Date Time Location Room

December 2, 2015 2:00pm –3:30pm

Strathcona Anatomy & Dentistry

M/48

https://www.mcgill.ca/research/ran/members/financial-services-teams-fst
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OPEN DIALOGUE


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