research & trust accounting (rta) ubco research orientation day august 28, 2013
TRANSCRIPT
Research & Trust Accounting (RTA)
UBCO Research Orientation Day
August 28, 2013
AgendaOverview
Research Roadmap
RTA’s Responsibilities
Researcher’s Responsibilities
Tools Available to Researchers
Key UBC Policies for Researchers
Other Frequently Used Policies
RTA Contacts
Want more Information?
Overview UBC administers research activities through the Research Information
Services (RISe) – an online research administration tool that allows
researchers and administrators to manage applications, interact with
research teams, administrators and reviewers and automatically sends
email reminders regarding status of project or application.
Detailed revenue and expense transactions are posted to specified
accounts called Project Grants (PGs); transactions can be viewed
through the Financial Management System (FMS).
• Payments to vendors and reimbursements are uploaded daily to FMS, while
Salary and benefit transactions are uploaded to FMS only at the end of
every month.
Research Roadmap
1. Funding Opportunities
ORS RTA
8. Account Management
2. Proposal Development
3. Proposal Submission
4. Award Stage
5. Compliance Certification
6. Research Account
9. Report & Publication
7. Report to Agency
10. Knowledge Mobilization
RTA’s Responsibilities
Post-award support
Financial reports to sponsors
Invoicing and cash collection
Monitors compliance with sponsor and UBC policies
Monitors over-expenditures
Transfer funds to/from collaborating institutions
Reconcile budget with payments from sponsors
Researcher’s Responsibilities
Authorizing expenses charged to their PGs
Ensuring expenses are eligible under funding agency
guidelines and comply with UBC policy & procedure
Contacting sponsor agency if their status changes or
to request a term extension
Responsible for any over-expenditures on their PGs
Notifying RTA to inactivate a PG if research is complete
Completing progress/technical reports as required
Tools Available to Researchers
UBCO Finance website:
www.ubc.ca/okanagan/finance
Formal and/or informal training from RTA staff
FMS nQuery – allows user to view account balances,
transactions and commitments
Researcher Dashboard-same as above; only available
to research account managers
FMS nQuery Application
View-only access to financial transactions for your
account/PGs
Allows PG holders to view• the balance remaining in their PGs• all transactions that have posted to their PGs• an estimate of salary and PO commitments
Researcher Dashboard Set up process is automatic, but must have a CWL
login ID and be a PG manager to have a ‘Dashboard’
The dashboard appears when the PI logs onto the
Management System Portal
Only Active Research and Specific Purpose accounts
display
Shows a ‘snapshot’ of financial information only
PI will be able to determine if overspending has
occurred or if a date extension may be required
Accessing FMS nQuery Log on to the Management
System Portal www.msp.ubc.ca
Then choose Management
System Portal
A CWL is required for above. To
obtain more information go to:
http://it.ubc.ca/services/accounts
-passwords/campus-wide-login-c
wl
FMS nQuery and Dashboard
Research Dashboard –visible only if you are PG manager
Viewing your Transactions (General Ledger)
PG start and end dates. Expenses to this grant must occur within this time
period.
PG status – open or closed
Speed chart
Overhead rate
PG manager
Account/PG
http://finance.ubc.ca/research-trust/ubc-and-agency-policies
Key UBC Policies for Researchers
Policy # Policy Name
83 Travel and Related Expenses
84 Entertainment
87 Research
89 Research and Other Studies Involving Human Subjects
90 Over-Expenditure on Research and Specific Purpose Projects/Grants
97 Conflict of Interest and Conflict of Commitments
109 Ownership
119 Cash Handling
122 Purchasing
Other Rejected Payroll Appointments
Funding Agency Guidelines
Name Link
Tri-Council Financial Administration Guide
http://www.nserc-crsng.gc.ca/Professors-Professeurs/FinancialAdminGuide-GuideAdminFinancier/index_eng.asp
NCE, CFI, WD, MSFHR (UBC RTA website has links)
http://www.finance.ubc.ca/research-trust/ubc-and-agency-policies
Contacts
Gabriel Gock Research & TrustA – K (based on Financial Specialist
last name of PI) [email protected]
Richard Washington Research & TrustL – Z (based on Financial Specialist last name of PI) 250-807-9315
Want more information?September 25, 2013 - 9.00-11.00 am - FIP250
Topics discussed:Understanding your dashboard and FMS nQueryHandling over-expendituresPG email notifications and inactivating your accountsEligible expenses for Tri-Council accountsOverhead rates and budgeting for themSponsored Research AccountsUBC policies
Questions?
