TRI-COUNCIL INFORMATION SESSION October, 2011. Agenda Process Re-engineering FAS E-Reports The Roles...
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Transcript of TRI-COUNCIL INFORMATION SESSION October, 2011. Agenda Process Re-engineering FAS E-Reports The Roles...
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TRI-COUNCIL INFORMATION SESSION
October, 2011
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Agenda• Process Re-engineering
• FAS E-Reports
• The Roles & Responsibilities of the Partners
• The Requirements for Using Grant Funds
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PROCESS RE-ENGINEERING
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Process Re-engineering Working Groups Formed
• Journal Entries• Bookstore• Compensation• Certification• Scientific Stores and Systems
Contracts
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Compliance Criterion
• PI or Delegate Approval
• Eligibility of Expense
• Proper Back-up
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Research Compliance Officer
• Gloria McCleary is the McMasterResearch Compliance Officer
• Review data files for eligibility• Assist with on-going process re-
engineering initiatives• Train new Senior Research Accountants
to ensure high-quality and consistent management of accounts
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Journal Entries Process Re-engineering Working
Group• BMO Mastercard Streamlining
– BMO Corporate Summary Sheet http://www.mcmaster.ca/bms/forms/BMOsummary.xls
– Oracle j/e screen approval
• Single Account J/E• Departmentally Generated Multi-
account J/E’s:– Internal to department– Across-the-board
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Bookstore Process Re-engineering Working
Group• New process went live July 2010• Only the Principal Investigator (with ID)
or their delegate (with ID) may purchase items against a research account
• Original, signed receipts will be kept on file at the bookstore
• Research Finance will review all purchases for eligibility
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CertificationProcess Re-engineering Working
Group• Effective September 2010, Each
certification body will send an excel file of certification status:– Animal REB– Biosafety– Human - HHS/FHS REB– Human - MREB
• Access database live February 2011
• Emerging ethics on established accounts– Inform Research Finance
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Scientific Stores & Systems ContractsProcess Re-engineering Working
Group• Group leader Roger Couldrey, Vice-
President (Administration)• Effective November 2010, stores
purchases restricted to eligible items• Stores purchases approval issue to be
resolved shortly with upcoming monthly statement
• New procedures for system contracts live March 2011
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FAS E-Reports
• Monthly Account Statements are available on-line (AM090 and AM091 reports)
• 10 year repository• Available to all PI’s with MAC ID’s• Available to all staff with FAS access to
respective PI accounts• Hard-copy printing ceased December
2010
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FAS E-reports – Monthly Report Notification
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Systems Renewal• CIO has developed Vision 20/20 strategy• After a review of its systems that support
students, research and finance, the University has embarked on a project to renew these critical business systems
• Expected completion within three to five years depending on the scope
• Research Finance is well represented on the leadership team for this important system renewal program and will ensure that the needs of researchers for improved access to meaningful financial information are addressed
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Date
Using YourResearch Grant Funds
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Agenda• The Agencies’ Financial Investment in
Research
• The Accountability Partnership
• The Roles & Responsibilities of the Partners
• Requirements when Using Grant Funds
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Total : 2.66 Billion $
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The Accountability
Partnership
Grant Holders
Institutions
Agencies
Parliament
Tax payers
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The Memorandum of Understanding (MOU) on
the Roles and Responsibilities in the
Management of Federal Grants and Awards
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The Roles and ResponsibilitiesAgencies
• Timely release of approved grant funding
• Detailed grant fund payment information
• Clear, concise requirements for fund use
• Timely response to inquiries
• Consultation on major program changes
• Conduct financial monitoring reviews of grant and award funds.
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• Provide an appropriate physical and organizational infrastructure
• Implement effective policies, systems & controls
• Perform ongoing oversight of grant fund usage
• Provide administrative and financial support to grant holders
• Monitor the eligibility status of grant holders
• Annual reporting to granting Agencies.
The Roles and ResponsibilitiesInstitutions
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The Roles and ResponsibilitiesGrant Holders
• Day to day management of their grant funds
• Compliance with the Agencies’ policies and guidelines
• Timely notification of changes in eligibility status
• Provision of required annual reports
• Recognition of Agencies funding support.
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• The Grantee (or his/her delegate) is responsible for authorizing ALL expenditures from his/her account.
• The signature certifies that:
– all expenditures on the claim are for the purpose for which the grant was awarded;
• all expenditures on the claim are eligible expenses;
• all goods and/or services have been received;
– the charges included have not been claimed for reimbursement from other sources; and
– reimbursements for expenditures received from other sources or institutions must be disclosed to the administering institution.
The Roles and ResponsibilitiesGrant Holders
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The Tri-Agency FinancialAdministration Guide
(September 2011)
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Use of Grant Funds - General Principles
• Direct and necessary costs of research only
• Effective and economic use of funds
• Equipment purchased is the property of the Institution
• If no written Agency policy, the Institution’s policy applies
• Agencies defer to Institutions’ conflict of interest policies
• Institutions can withhold payment of expenses approved by grant holders that contravene Agencies’ requirements or Institutions’ policies
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Categories of Expenses
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Compensation-Related Expenses (NSERC Grants)
• Salaries and Institutional non-discretionary benefits (per Institutions’ policy)
• Stipends (per Institutions’ policy)– Salaries and Stipends to postdoctoral fellows
are limited to two years' support from the Agency. Three years' support is acceptable, when justified
– Stipends to visiting researchers up to a maximum of $2,000 per month for up to 125 days per year, not including travel and subsistence costs
• Consulting fees• Fees paid to research subjects • Subcontracting costs• Clerical salaries directly related to
dissemination activities• Honoraria for guest lecturers.
• Salary of Grant holders or persons eligible to apply for funding from Agencies
• Administrative charges and fees
• Compensation-related benefits to recipients of stipends
• Discretionary severance and separation packages.
Eligible
Ineligible
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Compensation-Related Expenses (SSHRC Grants)
• Salaries and Institutional non-discretionary benefits (per Institutions’ policy)
• Stipends (per Institutions’ policy)• Consulting fees• Fees paid to research subjects • Subcontracting costs• Clerical salaries directly related to
dissemination activities• Honoraria for guest lecturers• Release Time Stipends only when
awarded• Salary Replacement Allowances only
when included in a particular funding opportunity.
• Salary of Grant holders or persons eligible to apply for funding from Agencies
• Administrative charges and fees
• Compensation-related benefits to recipients of stipends
• Discretionary severance and separation packages.
Eligible
Ineligible
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Eligible• Salaries and Institutional non-
discretionary benefits (per Institutions’ policy)
• Stipends (per Institutions’ policy)• Consulting fees• Fees paid to research subjects • Subcontracting costs• Clerical salaries directly related to
dissemination • Honoraria for guest lecturers.• Release Time Allowances only when
included in a particular funding opportunity
Ineligible• Salary of Grant holders or persons
eligible to apply for funding from Agencies
• Administrative charges and fees• Compensation-related benefits to
recipients of stipends • Discretionary severance and
separation packages.• Payments to practicing clinicians
participating in the research on a part-time basis unless specified in the Funding Opportunity.
• Payments to individuals participating in the research as an investigator and who receive remuneration for teaching or service work unless specified in the Funding Opportunity.
Compensation-Related Expenses (CIHR Grants)
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Compensation-Related Expenses
• Name of the person• Position or category of employment• Salary or stipend• Duration of compensation• Details of supplementary benefits• Authorization of grant holder or
delegate
Supporting Evidence Requirements
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Travel and Subsistence Expenses
• Transportation • Meals & accommodation• Travel cancellation insurance• Travel health insurance (if not
provided by employer or other sources)
• Safety-related expenses for field work travel
• Entry visa fees• Relocation costs for research
personnel and their immediate family
• Child care expenses as specified by the Agencies (For traveling nursing mothers or single parents)
• Commuting (home to/from work and between two workplaces)
• Passport & immigration fees
• Thesis examination/defense related travel
• Reimbursement of airfare acquired with frequent flyer points.
Eligible
Ineligible
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Travel and Subsistence Expenses
• Purpose of trip• Dates & destinations• Prospectus or program for
conference related travel• Details of daily expenses• Details of vehicle usage• Original receipts (no credit card
slips).• Original air travel ticket & boarding
passes (if available) or any other evidence that support travel expenses claimed
Supporting Evidence Requirements• Separate claim for each
claimant for each trip• Traveler’s affiliation to the
grant holder’s research project
• Signature of claimant and grant holder or delegate
• Signature of department head or dean for grant holder’s or visiting researchers travel claim.
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Sabbatical and Leave Periods
• Vehicle required for field work
• Direct costs for research work (including travel and accommodations)
• Equipment & materials transportation (to and from sabbatical location)
• Travel to conferences• Round trip travel between
home institution and sabbatical location (NSERC/CIHR grants limited to one round-trip only)
• Transport of research personnel for supervisory or academic purposes
• Travel to home institution for supervisory or academic purposes
• Living expenses
Eligible Ineligible
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Sabbatical and Leave PeriodsSupporting Evidence
Requirements• Original invoices, contracts, receipts• Travel claim and supporting documents for
travel (see supporting evidence requirement s for travel and subsistence expenses)
• Authorization of grant holder or delegate• Signature of Department Head or Dean for grant
holder’s travel claims.
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Equipment and Supplies Expenses
• Research equipment and supplies (refer to Table in the Tri-Agency Financial Administration Guide)
• Travel to manufacturer (for major equipment purchases only)
• Shipping for purchased equipment
• Extended warranty for equipment• Brokerage & customs charges• Staff training on use of equipment
or specialized facility• Maintenance and operating costs
for equipment/vehicles used for research
• Insurance (Equipment & Vehicles)
• Space/facilities rental• Construction/renovation of
facilities
Eligible Ineligible
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Equipment and Supplies
Supporting Evidence Requirements:
• Original invoices, contracts, receipts • Purchase price• Justification detailing the relation of expenses to
the research project• Authorization of grant holder or delegate
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Computers and Electronic Communications
• Computers, modems, and other hardware and specialized software required for the research (if not normally provided by the institution and
with adequate justification) • Internet service for research at
home or at the Institution (if not
normally provided by the Institution)• Cell phones or smartphone devices
when they are necessary for data collection, and/or personnel safety reasons with adequate justification.
• Monthly connection or rental costs of telephones
• Connection or installation of communication lines
• Voice mail• Library acquisitions, computer
and other information services provided to all members of the Institution.
Eligible Ineligible
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Computers and Electronic Communications
• Original invoices, contracts, receipts • Justification detailing the relation of expenses
to the research project• Authorization of grant holder or delegate.
Supporting Evidence Requirements:
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Dissemination of Research Results
• Development & maintenance of Web-based information
• Dissemination of findings –via traditional & contemporary means
• Page charges for published articles including open access costs
• Manuscript preparation• Translation• Workshops, seminars directly related to the
research
Eligible
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Dissemination of Research Results
• Original invoices, contracts, receipts• Authorization of grant holder or delegate
Supporting Evidence Requirements:
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Hospitality Expenses
Networking A formal courtesy between the grant holder and guest researchers.
Research related activities Assemblies that aid and contribute to the achievement of the research objectives such as meeting with partners and stakeholders.
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Hospitality Expenses
• Non-alcoholic beverages• Meals
Eligible Ineligible
• Alcoholic beverages• Entertainment• Gifts• Regular interactions with
colleagues
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Hospitality Expenses
• Purpose of the event• Date(s) of the event• Number of participants• Original receipts (no credit card slips)
• Authorization of grant holder or delegate.
Supporting Evidence Requirements:
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Services & Miscellaneous Expenses
• Recruiting costs for research personnel• Safe disposal of waste• Books, periodicals, specialized office supplies, not provided by
the Institution• Training/development in novel techniques necessary for the
research• Specialized courses with adequate justification• Professional association or scientific society memberships
necessary for the research• Monthly parking fee for a vehicle specifically required for field
work & when used for that purpose.
Eligible
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Services and Miscellaneous Expenses
Ineligible• Staff recognition and awards
• Education related costs such as thesis preparation, tuition fees leading up to a degree
• Professional training or development
• Cost for preparation of teaching materials
• Basic services & supplies for research labs (i.e. heat, distilled water etc)
• Insurance costs for buildings/equipment
• Regulatory compliance costs including ethical review, biohazards, environmental assessments
• Monthly parking unless specifically required for field work
• Sales tax to which an exemption or rebate applies
• Regular clothing• Patenting • Moving a lab
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Services and Miscellaneous Expenses
Supporting Evidence Requirements:
• Original invoices, contracts, receipts
• For internal acquisitions/services costs:
• documentation describing the acquisition/service
• if a shared acquisition/service, the method of calculating the allocation of the costs
• Authorization of grant holder or delegate
• Appropriate justifications of all expenditures (i.e. economic benefits to a professional association)
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Consequences of Fund Misuse• Ineligible cost
→Reimbursement to grant holder account
• Frequent ineligible costs→Freeze or termination of grant fund→Committee on Professional and Scientific
Integrity
• Fraudulent use of funds→ Legal authorities
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Useful Contacts - NSERC & SSHRC
Awards AdministrationJoanne Proulx, A/Team [email protected]
Financial MonitoringRobert Potvin, A/Team [email protected]
Rita Carrière – ManagerAwards Administration
E-mail: [email protected]
Please ensure to Cc the your Research Office and/or your Finance Office
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Useful Contacts - CIHR• Financial Monitoring and Eligibility of Expenses
Ian Raskin, Supervisor, Financial Monitoring and Policy
Amélie Langlois, Senior Financial Monitoring and Policy Officer
Any questions concerning eligibility of expenses can be forwarded to :
Please ensure to Cc the your Research Office and/or your Finance Office
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WEB SITE ADDRESSES
• CIHR: www.cihr-irsc.gc.ca
• NSERC: www.nserc-crsng.gc.ca
• SSHRC: www.sshrc-crsh.gc.ca