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The journey of a peer reviewed grant ‐ part II: from the letter of success to the closure of the account Ahmed Khatib Finance Administrator Phone:(780) 248‐1613 email: [email protected]
The journey of a peer reviewed grant ‐part II: from the letter of success to the
closure of the account
Ahmed KhatibFinance AdministratorPhone:(780) 248‐1613email: [email protected]
L i fe Cyc le of a GrantDr Michelakis
Irene Mickel
Ahmed Khatib
Setup of New Project
Required Supporting Documentation to be attached to a New Research Project form:
1. A letter from the granting agency
2. Scope of work and budget
3. Approval of human ethics, animal care or biohazards (if required)
The form, along with the supporting documents need to be sent to the Research Accounting Office (13th Floor CSB) in order to get the Chair and the Dean’s signature. After the signatures are in place, the paperwork will be dropped off at RFO.
New Research Project form:http://www.rso.ualberta.ca//pdfs/NewProjectRequest.pdf
What happens after receiving the Sponsor’s approval?
New Research Project Form
Faculty ID: 250100
Dept ID: 270800
Source of Funds: Internal if $ from UofA.Start/End date: Can be found on the letter from granting agency
Sample Letter from granting agency
RSO process for creating a new project
Grants2.0‐‐Researcher’s Homepage
Once RSO receives the New Project paperwork, a project # will be set up in the Financial system Grants2.0
RSO will review & approve the new project and assign a SpeedCode.
Advice Notice is sent by email to the Principal Investigator (holder of the grant).
PI is responsible for approving expenditures and signing of financial reportsCan delegate signing authority to an assistant, lab person,…etc using the Delegation of Signing Authority form:
Grant Administration
May add restrictions on the type of expenditures or dollar value limits
RECONC I L IAT IONThe PI can grant eTRAC access to their assistant, so they’re able to reconcile the grant
Grant Administration
University of Alberta Request for Administrative Applications Access PeopleSoft Financials eTRAC Project Team Access
For Completion by the PeopleSoft Financials eTRAC User Add Update Remove Team Member
Campus Computing ID (CCID)* Emplid* This is required prior to PeopleSoft access being granted
Last Name* First Name*
Department ID* Department Name*
E-mail address* Office Phone #*
Note: If deleting a role or user give reason I understand and hereby accept responsibility to comply with all administrative policies and procedures and to protect personal and financial information to which I will have access. I also recognize that failure to act in accordance with the above requirement may result in access privileges being withdrawn, and that misuse of the University Administrative Systems may lead to disciplinary action.
Applicant Signature* Date
Please note: All Fields (*) above are mandatory fields and must be completed in order to avoid processing delays.
Financials Production Environment eTRAC access to be completed by Requesting Department
List the Project(s) the eTRAC User requires access to including the assigned role: Check ONLY one Project Role for each Project Note: Member Start Date Defaults to Project Start Date
Project ID Principal Investigator
Project Administrator
Other (specify): Dean, Director, Chair, Supervising Investigator,
External Lead or Student
Default Member End
Date To Project End Date
Specify Member End Date
(mm/dd/yyyy)
Access to eTRAC will enable the individual access to view confidential research and salary data. Access will not be granted without the accompanying confidentiality agreement.
Project Holder Authorization (Note: The project holder cannot be changed via this form.) Project Holder
Unit Name (please print)
Phone Date Signature
Project Holder’s Faculty/Department Authorization Designated Authorized Approver for PeopleSoft access
Unit Name (please print)
Phone Date Signature
Applicant’s Faculty/Department Authorization (if different from above)
Designated Authorized Approver for PeopleSoft access
Unit Name (please print)
Phone Date Signature
Date Processed by
Please fax completed form and attached Confidentiality Agreement to TCS UofA Security @ 780-492-2371 OR email a scanned [email protected] for Finance access
PRIVACY STATEMENT Any personal information provided on this form is collected under the authority of section 33(c) of the Alberta Freedom of Information and Protection of Privacy Act to authorize access to University of Alberta Administrative Information Systems. For information about the collection and use of this information contact the FOIPP Liaison Officer, Administrative Information Systems, Room 200 Enterprise Square, 10320 Jasper Avenue, University of Alberta, T5J 0B2, phone 780-492-7128 fax 780-492-2371
eTrac access form
eTRAC‐ Grant activity (expenses, revenue, actual balance, end date,…)
Under spent funds:Plan to have all their funds spent on eligible expenses before the end date to avoid being under spent.
Grant Administration
To request an extension, complete a “Change to Existing Project”
The Research Accounting Office will send over expenditure notices on a monthly basis
If the project is overspent, the researcher must clear any over‐expenditures prior to the end date.
OE’s need to be cleared before the Financial Statement is sent to the sponsor.
Over expenditures (OE)
Statement of Account will be sent to the PI at the fiscal YE March 31, 20XX and at the end of the grant
Financial Statement
•Transfer of funds between different research accounts (salary, invoices,…)
•Clear over expenditures
•Help with extending project end dates
•Process and approve travel & expense claims
•Keep a record of delegation of signing authority forms
•Help with the audit (provide backup, answer questions)
•Setup up people on PeopleSoft (eTRAC)
•Administer the Corporate UofA MasterCard
•Transferring ineligible expenses
Contacting the Research Accounting Office
Research Accounting Office ContactsResearch Accounts
Anna SchwandtFinance Assistant
Phone: 780‐248‐1641Email:
Divisional CoverageNephrologyInfectious DiseaseDermatologyGastroenterologyNeurologyGeriatrics
Svetlana JacksonFinance Assistant
Phone: 780‐248‐1615Email:
Divisional CoverageCardiologyPulmonaryEndocrinologyGeneral Internal MedicineHematologyRheumatology
Urszula LaskowskiFinance Assistant
Phone: 780‐248‐1641Email:
Divisional CoverageChair AccountsEpicoreCentre for Health EvidenceEndowmentsMedical Education
13th Floor Clinical Sciences Building‐ CSB
FLI – Financial Learning Initiative Online training/in‐class training
Financial forms cabinet (eTRAC forms, travel and expense claims)http://www.financial.ualberta.ca/FormsCabinet.aspx
Human Resources forms cabinet (Pay Action Forms‐casual staff, students)http://www.hrs.ualberta.ca/Forms/main.aspx?c=1&a=2&a=3
Research Services Office forms cabinet (New research project form, delegation of signing authority)http://www.rso.ualberta.ca/forms.cfm
UofA online/in‐class training sessions:
Questions?
