Managing Your Research Funds Effectively

1. Managing Your Research Funds Effectively Presented by the Office of Research Services and Research Accounting February 3, 2012 IRMACS Theatre

2. Post Award Management from the Perspective of ORS and Research Accounting • SFU faculty submit over 1000 applications for funds to support their research each year. • We estimate that overall, half the applications we process are eventually funded. • Once the application is declared successful, what happens next is termed “post-award”.

3. Accepting the Terms and Conditions of an Award • Both the faculty investigator and the institution must agree to carry out the terms of the award either at the application stage or at the award stage, or both. • The Institution implements processes, procedures, and internal controls to comply with sponsor requirements. • Responsibility rests with funds recipients to meet those requirements.

4. Shared responsibility for the management of research funds Shared between the Principal Investigator and the Institution, as represented by the Office of Research Services and Research Accounting.

5. Post award roles & responsibilities in regard to faculty research funding • Office of Research Services • Reviews award conditions, liaises with sponsors, and authorizes set up • Research Accounting • Sets up project • Reviews expense eligibility and balance available • Prepares and submits invoices and produces financial reports • Principal Investigator • Authorizes expenditures • Justifies how the expenses relate to the research project

6. What happens when your application is awarded? • Research awards to faculty are reviewed and authorized for set up by staff in the Office of Research Services (ORS). • Once ORS receives word of a positive outcome, the next step and who takes it depends on whether the funding is in the form of a research grant or a research contract. • ORS is divided into two staff groups: one for processing contracts and agreements; the other for processing grants.

8. RESEARCH GRANTS TEAM Nancy McNeil, Research Grants Manager, mcneil@sfu.ca Ash Lalani, Research Grants Coordinator, ashrafl@sfu.ca BJ Spearman, Research Grants Assistant, ors@sfu.ca Angie Jover, Research Grants Assistant, ors@sfu.ca

9. WHAT CHARACTERISTICS DO RESEARCH GRANTS NOT HAVE? specific performance requirements or outcomes; no deliverables except perhaps a progress and/or final report and financial statement. Normally, funding isn’t retracted because of a lack of performance or, lack of receipt of a deliverable.

10. “Pre-Award” (APPLICATION PHASE):BUDGET PREPARATION IN ANTICIPATION OF RESEARCH GRANT MANAGEMENT REQUIREMENTS Best Practice: Whenever possible, budget proposals should include the salary and benefits of a project manager.

11. WHAT YOUR SIGNATURE MEANS… • By clicking "Submit", the applicant ( “PI” - principal investigator): • accepts the terms and conditions of the grant, if awarded; • has read and understands the Access to Information Actand the Privacy Actas they pertain to grant application information (see Regulations Governing Grant Applications); • agrees to comply with the sponsor’s integrity policy and the Tri-Council Policy Statement: Ethical Conduct for Research Involving Humans. Best practices: Read the application instructions carefully. Apply for funding with post award management in mind: Consider a positive outcome; how you will manage the grant(s)?

12. HOW WILL I KNOW IF MY RESEARCH GRANT APPLICATION IS SUCCESSFUL? ORS receives grant notification lists: electronically (most common), faxed, mailed (less common); sends Grant Track mail to each applicant about their individual result; emails grant lists to Deans, Chairs, Directors and Grant Facilitators; and, posts only positive research grant results from the major competitions on the ORS web site, “Statistics and Results”; must receive sponsor’s award letter notification prior to authorizing set-up of grant through Research Accounting.

13. THE RESPONSIBILITY FOR THE ADMINISTRATION OF RESEARCH FUNDS RESIDES WITH 3 PARTIES GRANTEE INSTITUTION SPONSOR

14. “POST AWARD” PHASE:COMMON RESEARCH GRANT CHARACTERISTICS A research grant normally has the following characteristics • funding terms (e.g. start/end dates) are explicit; extensions might be possible; • non-negotiable award terms; (e.g. Tri-Council MOU); • $$ arrive in advance of expenditures and may not be spent prior to the sponsor’s stated start date. • $$ support the direct costs of research for a specific research project that has a specific budget (e.g. NSERC RTI); • Best practice: www.nserc-crsng.gc.ca/Professors-Professeurs/FinancialAdminGuide-GuideAdminFinancier/index_eng.asp

15. SPECIFIED REPORTING REQUIREMENTS FOR SOME GRANTS some Tri-Council grants e.g. NSERC CRDs, SPGs; NSERC/CIHR CHRPs have explicit reporting requirements; PI must set up and plan for these reports in order to satisfy the sponsor’s requirements. Best Practices: understand the sponsor’s requirements; at the start of the project have a method in place to keep, track and record data.

16. …SO I HAVE A RESEARCH GRANT. NOW WHAT? ensure that all sponsor conditions/requirements are met; refer to the Tri-Agency Financial Administration guide for NSERC, SSHRC and CIHR grants www.nserc-crsng.gc.ca/Professors-Professeurs/FinancialAdminGuide-GuideAdminFinancier/index_eng.asp join an email list for up-to-date, sponsor information. Best Practices: hire a Project Manager (where possible); ascertain from your Departmental Manager as to how this person can assist you.

17. TRANSFER OF $$ FROM SFU TO OTHER ELIGIBLE CANADIAN INSTITUTIONS SFU PI who wish to transfer $$ to their named co-investigator(s) (“co-PIs”) at eligible institution(s): Best Practices: anticipate the transfer in advance and give ORS lead time by emailing the details to mcneil@sfu.ca; email mcneil@sfu.ca with transfer details for each future year. SFU PIs who wish to transfer funds to named co-PI(s) at ineligible institution should email elaine_walton@sfu.ca

18. Managing Your Research Funds Effectively

19. Research Contracts Team Contracts & US/Foreign grants Greg Sasges, In-house Legal Counsel (local 25717) Amber Sarna, Contracts Coordinator (local 29280) Elaine Walton, Contracts Manager(local 26684)

20. Difference between a Contract and Grant Purpose: Grant support knowledge; Contracts provide knowledge to solve a problem Timelines Funding terms: payment schedules, milestones/deliverables, PI fees Legal obligations: confidentiality, indemnity/liabilities, warranties Intellectual Property: ownership, licenses, options

21. What exactly is a Contract? Cut to the chase definition If a document has this type of heading…

22. This Agreement is made between: XYZ Inc., incorporated under the laws of British Columbia, whose office is located at 333 Gilmore Way, Burnaby, British Columbia, V5G 4W8, Canada (“XYZ”) AND Simon Fraser University, continued under the University Act , whose office is located at ORS, 8888 University Drive, Burnaby, BC V5A 1S6 (the “Recipient”) (collectively, the “Parties”) NOW THEREFORE THIS AGREEMENT WITNESSETH that in consideration of the promises and of the mutual covenants herein set forth, and other good and valuable consideration, the Parties hereto have covenanted and agreed as follows:

23. …and ends like this with appointed officials signing

24. Unless the document is completely blank in between the header and the signature block, it is a contract by ORS’s definition and must comply with SFU policy R10.01 if it is research-related.

26. Receipt of Contract ORS Contracts Team performs the legal review PI, Dean/Chair Risk Management Research Accounting ORS – Negotiation Contract Finalized Contract Approval Form PI Confirmation Certifications IP / Confidentiality ORS – Execution of Contract Research Acct Sponsor PI, Dean/Chair ORS Approval File sent to Research Accounting for Project Set up

27. Best Practices Identify unreasonable terms. Review the Scope of Study, the deliverables and timelines Review the IP Clauses Give sufficient time to negotiate Meet with ORS and/or Research Accounting

28. Receipt of Contract ORS Contracts Team performs the legal review PI, Dean/Chair Risk Management Research Accounting ORS – Negotiation Contract Finalized Contract Approval Form PI Confirmation Certifications IP / Confidentiality ORS – Execution of Contract Research Acct Sponsor PI, Dean/Chair ORS Approval File sent to Research Accounting for Account Set up

29. Best Practices Pay attention to budget categories: Spreadsheets Pay attention to form templates provided Set up Progress Reports, Financial records according to the templates Keep track of timelines – ask for extensions Alert ORS for amendments: no-cost extensions, funding increases/decreases, change in scope.

30. Receipt of Contract ORS Contracts Team performs the legal review PI, Dean/Chair Risk Management Research Accounting ORS – Negotiation Contract Finalized Contract Approval Form PI Confirmation Certifications IP / Confidentiality ORS – Execution of Contract Research Acct Sponsor PI, Dean/Chair ORS Approval File sent to Research Accounting for Project Set up

31. Managing Your Research Funds EffectivelyResearch Accounting

32. About Research Accounting • Leeann Liew, Manager, Research Accounting • Claudia Faria, Supervisor, Research Accounting • Grants team: • Tri-Council, Cdn. Univ. Transfer: • Lynn Chia and NormaJean Dry • Other Grants: • Doreen Henderson

33. Research Accounting Team • Contracts team: • Moses Lo and Alison Griffin • Canada Foundation for Innovation (CFI): • Chris Claiter and Moses Lo • Fund 25: Non-Research externally restricted: • Vivian Poon • Administer 2200+ active research projects (excluding Fund 25)

34. Role of Research Accounting • Creates new project account when approved • Reviews expense eligibility (supporting documents) • Prepares and submits invoices, financial report to sponsor • Liaise with auditors/monitoring visit officers • Provides advice on expense eligibility or other financial-related matters • Note: does not provide Project Management • Best practice: If sponsor permits, request funding for a Project Manager (complex program requirements)

35. How to Best Manage My Fund? Topics • Project Set Up process • Delegation of Signing Authority • Use of Funds: Sponsor Guidelines and Contracts • Basic HR for Principal Investigator • Account Codes • Forms • Supporting Documentation • FAST (obtain balance available and other inquiries)

36. Project Set Up

37. Project Set Up (cont’d) Project Account Memo • Emailed by Research Accounting to Principal Investigator, Department Manager and FINSHELP (PI access to FAST) • Should be reviewed as it contains important instructions/information (ie. use of funds, account codes, access FAST, etc.) Attachments: • Research Project Notification sheet (start and end date, budget by fiscal year) • Signing Authority Sheet • Return signed original to Research Accounting MTF 210, ASAP (confirm authority and validate signature)

38. Project Account Memo: Sample

39. Research Project Notification sample

40. If Principal Investigator Delegates Signing Authority? Based on Tri-Council requirement: A delegated authority should: Understand the purpose of the award Be able to certify eligibility of the expense relating to award

41. Signing Authority Form sample

42. Delegation of Signing Authority (cont’d) Best practice: PI should provide delegate(s) a copy of the approved project description, budget items, and sponsor’s guide on eligibility and compliance matters. PI should always review ALL transactions in a timely manner to ensure transactions are eligible and in compliance, and allow for corrections.

43. Delegation is to a Person Note 1: Delegation is to a person and not to a position • PI confirms authorization to named person • Remember: PI submits update form when person leaves Example: Not acceptable: Signed authority form for newly named Department Manager confirmed by Chair Acceptable: Signed authority form for newly named Department Manager confirmed by Principal Investigator(s) for list of project number(s)

44. Sub-delegation? No Note 2: A delegate may not delegate his or her authority to another person without Principal Investigator’s prior written consent. Example: Not acceptable: A delegate provides written consent to a student doing the research to purchase from Science Store. Acceptable: Instead, the student must obtain written consent directly from the Principal Investigator prior to purchase.

45. Use of Funds Looking for conditions of awards? Refer to • Sponsor’s guidelines and/or contracts • May be directed to University policies & procedures • Resources, Research Accounting website: http://www.sfu.ca/finance/departments/research-accounting.html

46. Useful Sites:Tri-Council • Tri-Council/Tri-Agency related: • Tri-Agency Guidelines (updates every Sept): http://www.nserc-crsng.gc.ca/Professors-Professeurs/FinancialAdminGuide-GuideAdminFinancier/FundsUse-UtilisationSubventions_eng.asp • Tri-Agency on Supporting Evidence: http://www.nserc-crsng.gc.ca/Professors-Professeurs/FinancialAdminGuide-GuideAdminFinancier/Reporting-Rapports_eng.asp • Using your Tri-Agency Grant Funds (prepared by Tri-Agency Monitoring Visit team):http://www.sfu.ca/finance/departments/research-accounting.html

47. Useful Sites: CFI • Canada Foundation for Innovation (CFI): • CFI Policy & Program Guide (updates every Dec): http://www.innovation.ca/en/programs/cfi-policy-andprogram-guide • SFU Procurement website: • SFU CFI Procurement: http://www.sfu.ca/finance/departments/procurement/cfi.html • Competitive bidding: http://www.sfu.ca/finance/departments/procurement/competitivebidding.html

48. Not Sure About Eligibility of Expense? • Seek Research Accounting’s advice • Contact Sponsor- final decision/approval Note: iPads or similar tablet devices are not eligible on Tri-Council related projects; if above and other electronic devices for data collection purposes, please contact Tri-Council directly to provide written approval and attach to your submitted receipt.

49. Significant Variance Notify about significant variances: • Examples: • Change in scope of project • Variance in budget line item • Delay in deliverables, reporting • Change in end date/completion date • Anticipated shortage in matching contribution Inform Research Accounting or Office of Research Services

50. Basic HR for PI R 50.02 Employment of Personnel from Research • PI must settle employment matters • Follow Employment Standards Branch: http://www.labour.gov.bc.ca/esb/ • Non-discretionary/legislated benefits only (CPP, EI, and WCB) • If award permits, discretionary/optional benefits (but not on Tri-Council related projects) • Submit FPP4 form (SFU Finance website/Payroll)