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Department Administrator Session #3 – January 19th

Department Administrator Session #3 – January 19th. Office of Research and Research Financial Services. Agenda. Introductions (5 mins ) Follow up to November 16 th meeting (20 mins ) ORES process (5 – 10 mins ) ORES process Account set ups (10 – 15 mins )

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Department Administrator Session #3 – January 19th

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  1. Department Administrator Session #3 – January 19th Office of Research and Research Financial Services

  2. Agenda • Introductions (5 mins) • Follow up to November 16th meeting (20 mins) • ORES process (5 – 10 mins) • ORES process • Account set ups (10 – 15 mins) • ORES-RFS Relationship (10 mins) • Payments to participants of research surveys, etc – (5 mins) • PDF Scheduled Reports (??)

  3. Follow up to November 16thmeeting – 15 mins • Will there be PDF ability from My Grants Tracker • No. The intent is to promote use of the online system and having up-to-date information • Naming Convention • Grant Leader (SURNAME in capital) • Grant Leader Given (First initial of name … continue with consecutive initials until differentiate from other researchers)

  4. Follow up to November 16thmeeting – 15 mins • Full name picklist available in FRS • Data clean up continues • If you have specific examples for your department please note them and send Dave an email • Lookup of accounts with no transactions • FUGPO lookup • Dave to follow up to ensure this is available in FRS

  5. Follow up to November 16thmeeting – 15 mins • Wrong Grant/Unit transactions • Is not an easy fix. Continuing to investigate the possibility of a report in FRS to detect these transactions that can be run in each of your departments • Dave is continuing to test the drafted report and hope to promote to production soon. • Salary report • Not able to show a complete salary report due to the sources of data • One solution is to make use of My Grants Tracker … search for an incumbents name and as long as they were noted in the journal entry than you will get payroll and journal entry information totals

  6. Follow up to November 16thmeeting – 15 mins • Guidelines for invoicing • If an account should be set up through Office of Research than invoicing will be done by RFS • If a new account is not necessary and money to be stored in the GPR account or in a department account than the department will do the invoicing

  7. When can external funds be deposited into a GPR account? A series of questions must be asked to determine if external funds can be deposited into a GPR account … if the answer is ‘YES’ to ANY of the questions than an OR5 form must be completed and a new account is set up through the Office of Research. Are there any obligations to the Sponsor? (Does the sponsor require invoicing, financial reporting, etc) Will these funds be used as a matching funds for any other project? Will these funds attract Indirect Costs? Is the value of the award more than $5K

  8. Follow up to November 16thmeeting – 15 mins • Multi Year account set-ups • All set up sheets will be sent from ORES to department administrator • RFS will set up the current year in FRS and all subsequent years will be set up 1 month prior to the start of the new year. • Please contact RFS if you are in the 11th month and do not see the subsequent account in FRS. • What type of notation would you like to see in the comments field between the accounts? • For example: Yr 1 of 4, other account #’s • Agreed that Yr 1 of 4, Yr 2 of 4, etc will appear in the comments field

  9. ORES Process • Restructuring 2011 • Changes to facilitate submission/communication • Laura to check on INSIDER distribution • Process Clerk & centralizing point of entry • Patti Minakis, research.services@uoguelph.ca for inquiries on status of review • Electronic copies • PDF versions of proposals, applications, budgets + signed OR-5s to research.services@uoguelph.ca • Process Flowchart

  10. ORES Process - Account Set Ups – (10-15 mins) • Requirements • Naming & information in FRS • Timing • Confirmation & notification • Questions?

  11. ORES-RFS Relationship – (10 mins) • ORES Org chart • RFS Org chart • Table of sponsor and the appropriate person(s) in ORES and RFS to contact

  12. Research Financial Services - Org Chart

  13. ORES-RFS Relationship – ORES/RFS Table by Sponsor

  14. ORES-RFS Relationship – ORES/RFS Table by Sponsor

  15. ORES-RFS Relationship – ORES/RFS Table by Sponsor

  16. ORES-RFS Relationship – ORES/RFS Table by Sponsor

  17. Payments to participants of research surveys, etc • How is this handled by department? • To be discussed at March 1st meeting

  18. PDF Scheduled Reports – ?? mins • What reports are you sending to a faculty member? • How are you sending this information? • Why are you doing this? • To be discussed at March 1st meeting

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