How to Initiate Spending of Research Funds

1. RAD 302 How to Initiate Spending of Research Funds Anna Minarchi Faculty of Physical Education and Recreation

2. Working with Researchers • Once the Research Account has been set up • Meet with the Researcher one-on-one: 1: Review Common Terms/Definitions - Department Org/Department ID - Budget Owner - Account Holder - Internal Control - Fund (type) - Chartstring - Speed Code - Account Code

3. Meet with the Researcher one-on-one (continued) To Avoid Issues: • Provide them with the U of A links like UAPPOL, HR, etc. • Review their budget and discuss their spending categories: • for HR appts. i.e., Graduate Students, Post Docs, Casual Staff, Research Associates, etc.; • Equipment and Lab Purchases, Conference and Travel Expenses, etc. • The more information they have the more likely it will eliminate the need for corrections, Journal Vouchers, Accounts Payable Journal Vouchers or HR Salary Redistributions.

4. Budget Owner Role – Via Peoplesoft HCM • HR appointments (through ‘Smart Forms’) Grant holder/staff requests an appt. Smart form is created – flows through the Internal Control – then to Grant Holder then to Dept ID Budget Owner FINANCIALS • Purchase Requisitions – when a quote is provided for merchandise >$5000 Cdn, or >$2600 (US) and a Purchase Requisition is created in Peoplesoft – it will flow to the Budget Owner for approval FINANCIALS • Travel and Expense All employees submit their travel, expenses or travel advance request online. In the case where staff have delegated someone to enter their claim, it will flow back to the individual whose claim it is for them to actually submit it. Once submitted it will flow to the Account Holder; Grant Holder/supervisor – then to the internal control and then to the Dept ID Budget Owner * In the case of an advance it does not flow to the Internal Control

5. Purchasing • Corporate Credit Card - Complete information can be found on https://policiesonline.ualberta.ca/policiesprocedures/infodocs/@finance/documents/infodoc/cmp_054635.pdf- Important Points: • NO Travel costs, i.e. Ground transportation, accommodation, hosting, etc. NO Gift Card purchase unless preapproved (i.e. For study participants) • Card Limit – set at $5000 Cdn per transaction and $15,000 Cdn monthly – (increase can be requested on a one-time as needed basis) • Some Vendors require a ‘billing address’ University of Alberta 77 University Campus Edmonton, AB T6G 2R3 Barb Hubbard 780-492-7366

6. Purchasing (cont) • Goods & Services: Policy found on the UAPPOL website https://policiesonline.ualberta.ca/PoliciesProcedures/Pages/DispPol.aspx?PID=79 Important Points: • Check the University’s ‘Preferred Supplier’ list http://www.sms.ualberta.ca/en/~/media/Supply%20Management%20Services/Documents/PreferredSupplierAgreementContactList.pdf • Purchases of > $5000 (Cdn) and >$2600 (US) need a Purchase Order prior to purchase unless on the Preferred Supplier List • Purchases < $5000: - if it is an incorporated company – simply get the invoice and submit for payment to Accts Payable, SMS, Materials Management Building • If unincorporated – then the ‘Service Requisition’ and the ‘Determination of Worker Status’ forms need to be filled out and the Vendor/Contractor needs to sign the form as well as the PI and the Dean for operating Funds, or the ADR for Trust Funds • In some instances bids are required if the goods or services being provided >$75000.

7. Record Keeping • We ask that all our researchers set up a file per Research Project in their area • In all instances we request the researcher to keep all copies of invoices; travel claims, etc. • Copies are kept centrally as well for audit purposes for ease of retrieval

8. Questions?

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