The Campaign for McMaster University

transcript

The Campaign for McMaster UniversityThe Campaign for McMaster University

RFUG Meeting

Finance Session

Monday May 30, 2011

AGENDA• FHS Research Finance Department Restructuring

– Introduction of Accountants and their respective departments

– Implications for MACTRACs and MACMEETS

• Update re Tri-Council Monitoring Visit- Review/Emphasis on the process around Internal Journal Entry

Requirements

• Back Up Documentation – What is required.

• Brief Update on HST issue in MACMEETS

• Bookstore Purchasing Policy for Research Accounts

AGENDA

• CIHR Year End – March 31, 2011

• CFI Year End – March 31, 2011

• Questions….. and hopefully some answers

Departmental Responsibilities FHS Research Finance

• Each Research Accountant(RA) is paired with a Senior Research Accountant (SRA) as follows: Corrina & Dorothy, Vivian & Lisa and Mirela & Ginny, so that if either one is absent, their partner will be the one you can approach should you need help.

• SRAs will be responsible for Major Projects defined as follows: CFI, CFI IOF, CRCP, OICR, NIH, ORF & ERAs.

• Corrina Macdonald ext 22972 cmacdon@mcmaster.ca

Nursing Biology

Pediatrics Psychology

Occupational Health Education

Nuclear Medicine General & Admin

• Vivian Robinson ext 22957 vrobin@mcmaster.ca

Rehab Science

Family Medicine

Medicine (A – K)

Anaesthesia

• Mirela Nicanau ext 22745

mirelan@mcmaster.ca

Psychiatry

Radiology

Medicine (L – Z)

• Dorothy Nizinski ext 22470

nizind@mcmaster.ca

BioChemistry

Surgery

Major Projects for those departments administered by Corrina Macdonald

• Ginny Toth ext 28667

vtoth@mcmaster.ca

Oncology

Obs & Gyn

Major Projects for those departments administered by Mirela Nicanau 9

• Lisa Brenn ext 22192

brenn@mcmaster.ca

Pathology

Major Projects for those departments administered by Vivian Robinson

• There will be some transitional adjustments while the Accountants get to know you and your departments so please have some patience

• For those departments who have not done so already, we will be having departmental meeting with your new Accountant to discuss any issues you have, or how we can better service your department.

Supporting Documentation• All supporting documentation must be retained

for 7 years – CRA requirements

• For Equipment and Supplies:

1) supplier invoices indicating details of purchases

2) Prices paid

Supporting Documentation• For Internal Expense Allocations or Shared

Expenditures

1)Documentation indicating the exact charge made

2)The method of calculation or attribution

3) Researcher’s approval of the charge being charged to their Account

Supporting Documentation• For Travel ExpensesFor all travel claims for claimants other than the grantee,

the affiliation with the grantee’s research group must be specified.

1) Purpose of the Trip

2) Dates and destinations (person or location visited)

3) Details of daily claims for expenditures relating to those visits

4) Details of any vehicle used

Supporting Documentation• For Travel Expenses cont’d

5) Official supporting documentation (e.g. prospectus or program, indicating the dates of conferences and workshops)

6) Original receipts of hotel bills, car rental agreements (credit card slips are not valid receipts); and

7) Original air travel ticket receipts and boarding passes (only if available) or any other evidence that support travel expenses claimed.

Supporting DocumentationOriginal receipts are required for reimbursement of all expenses with the exception of the per diems and gratuitous accommodation.

In instances where an original receipt is not issued or has been lost, you must submit a copy of the credit card statement or credit card slip together with an explanatory note signed by the traveller.

Please remember Travel expenses should be reasonable in nature and amount.

Multiple Account Journal Entries

• Concern with Tri-Council accounts is that PI approval is not being obtained; original receipts are not being retained; and eligibility review is not being conducted

• Meeting with originators of these journal entries to review their process to see how we can meet these requirements

• Typically most offices originating these journal entries are sending invoices to the PIs/departments outlining their charges on monthly basis – we request that these are signed off by either the PI or delegate and retained at the department level should they be selected for audit

• Eligibility Review will be conducted by our office, FHS Research Finance

HST issue with MACMEETS

• Apparently the problem with the HST calculation in MACMEETS has been resolved according to Sharon Patry in the Travel Department

• However not all the journal entries done to correct the accounts effected were done before Year End due to the dollar level of the journal entry

• All entries will have been done and completed within the May 2011 month end

Bookstore Purchasing Policy for Research Accounts

• Only those individuals who have been designated as having Bookstore Purchasing privileges and are documented on Screens 12 & 15 in FAS will be allowed to purchase at the Bookstore

• FHS Research Finance office will be reviewing the purchases on a daily basis for Research Eligibility and compliance to sponsoring agency guidelines no matter who is the funder

• Recently some purchasers are having problems charging a purchase to a specific subcode within an account. They fulfill all requirements, but for some reason when they try to use a specific subcode, it does not allow the purchase to proceed. In this instance, please have the Bookstore call Donna Walker ext 22107 as I need to investigate this issue further, but need to do so at time of occurrence to be able to follow up with the Bookstore.

CIHR• Please be reminded that for all CIHR accounts that have an

end date of March 31, 2010 and prior, that the final possible date for expenditure is March 31, 2011. Any funds not expended by March 31, 2011 will need to be returned to CIHR

• There is an additional year available for expenditure if absolutely needed, however, you must apply to CIHR for this extended year by February 28, 2011 – This option is now not available as the deadline has passed.

CFI• Please be reminded that we have an annual reporting

period of March 31, 2011 for all CFI grants not ending within the fiscal year 2011

• These reports are due to CFI by June 15, 2011, and include a projection of expenses in the upcoming fiscal year (April 1, 2011 to March 31, 2012)

• Once the analysis is done for March 31, 2011, our office will be contacting you so that we can go over this year’s results and discuss the plans for the upcoming year.

Questions and Answers

• Anything you would like to discuss….questions….

• It’s been great working with you all during this past year, and we’ll see you in the fall!!

The Campaign for McMaster University

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