The Campaign for McMaster University

1. The Campaign for McMaster University The Campaign for McMaster University RFUG Meeting Finance Session Monday May 30, 2011

2. AGENDA • FHS Research Finance Department Restructuring • Introduction of Accountants and their respective departments • Implications for MACTRACs and MACMEETS • Update re Tri-Council Monitoring Visit • Review/Emphasis on the process around Internal Journal Entry Requirements • Back Up Documentation – What is required. • Brief Update on HST issue in MACMEETS • Bookstore Purchasing Policy for Research Accounts

3. AGENDA CIHR Year End – March 31, 2011 CFI Year End – March 31, 2011 Questions….. and hopefully some answers 3

4. Departmental Responsibilities FHS Research Finance • Each Research Accountant(RA) is paired with a Senior Research Accountant (SRA) as follows: Corrina & Dorothy, Vivian & Lisa and Mirela & Ginny, so that if either one is absent, their partner will be the one you can approach should you need help. • SRAs will be responsible for Major Projects defined as follows: CFI, CFI IOF, CRCP, OICR, NIH, ORF & ERAs.

5. Departmental Responsibilities FHS Research Finance • Corrina Macdonald ext 22972 cmacdon@mcmaster.ca Nursing Biology Pediatrics Psychology Occupational Health Education Nuclear Medicine General & Admin

6. Departmental Responsibilities FHS Research Finance • Vivian Robinson ext 22957 vrobin@mcmaster.ca Rehab Science Family Medicine Medicine (A – K) Anaesthesia

7. Departmental Responsibilities FHS Research Finance • Mirela Nicanau ext 22745 mirelan@mcmaster.ca Psychiatry Radiology Medicine (L – Z)

8. Departmental Responsibilities FHS Research Finance • Dorothy Nizinski ext 22470 nizind@mcmaster.ca BioChemistry Surgery Major Projects for those departments administered by Corrina Macdonald

9. Departmental Responsibilities FHS Research Finance • Ginny Toth ext 28667 vtoth@mcmaster.ca CE&B Oncology Obs & Gyn Major Projects for those departments administered by Mirela Nicanau

10. Departmental Responsibilities FHS Research Finance • Lisa Brenn ext 22192 brenn@mcmaster.ca Pathology HRHRC Major Projects for those departments administered by Vivian Robinson

11. Departmental Responsibilities FHS Research Finance • There will be some transitional adjustments while the Accountants get to know you and your departments so please have some patience • For those departments who have not done so already, we will be having departmental meeting with your new Accountant to discuss any issues you have, or how we can better service your department.

12. Supporting Documentation • All supporting documentation must be retained for 7 years – CRA requirements • For Equipment and Supplies: 1) supplier invoices indicating details of purchases 2) Prices paid

13. Supporting Documentation • For Internal Expense Allocations or Shared Expenditures • Documentation indicating the exact charge made • The method of calculation or attribution 3) Researcher’s approval of the charge being charged to their Account

14. Supporting Documentation • For Travel Expenses For all travel claims for claimants other than the grantee, the affiliation with the grantee’s research group must be specified. • Purpose of the Trip • Dates and destinations (person or location visited) • Details of daily claims for expenditures relating to those visits • Details of any vehicle used

15. Supporting Documentation • For Travel Expensescont’d 5) Official supporting documentation (e.g. prospectus or program, indicating the dates of conferences and workshops) 6) Original receipts of hotel bills, car rental agreements (credit card slips are not valid receipts); and 7) Original air travel ticket receipts and boarding passes (only if available) or any other evidence that support travel expenses claimed.

16. Supporting Documentation Original receipts are required for reimbursement of all expenses with the exception of the per diems and gratuitous accommodation. In instances where an original receipt is not issued or has been lost, you must submit a copy of the credit card statement or credit card slip together with an explanatory note signed by the traveller. Please remember Travel expenses should be reasonable in nature and amount.

17. Multiple Account Journal Entries • Concern with Tri-Council accounts is that PI approval is not being obtained; original receipts are not being retained; and eligibility review is not being conducted • Meeting with originators of these journal entries to review their process to see how we can meet these requirements • Typically most offices originating these journal entries are sending invoices to the PIs/departments outlining their charges on monthly basis – we request that these are signed off by either the PI or delegate and retained at the department level should they be selected for audit • Eligibility Review will be conducted by our office, FHS Research Finance

18. HST issue with MACMEETS • Apparently the problem with the HST calculation in MACMEETS has been resolved according to Sharon Patry in the Travel Department • However not all the journal entries done to correct the accounts effected were done before Year End due to the dollar level of the journal entry • All entries will have been done and completed within the May 2011 month end

19. Bookstore Purchasing Policy for Research Accounts • Only those individuals who have been designated as having Bookstore Purchasing privileges and are documented on Screens 12 & 15 in FAS will be allowed to purchase at the Bookstore • FHS Research Finance office will be reviewing the purchases on a daily basis for Research Eligibility and compliance to sponsoring agency guidelines no matter who is the funder • Recently some purchasers are having problems charging a purchase to a specific subcode within an account. They fulfill all requirements, but for some reason when they try to use a specific subcode, it does not allow the purchase to proceed. In this instance, please have the Bookstore call Donna Walker ext 22107 as I need to investigate this issue further, but need to do so at time of occurrence to be able to follow up with the Bookstore.

20. CIHR Please be reminded that for all CIHR accounts that have an end date of March 31, 2010 and prior, that the final possible date for expenditure is March 31, 2011. Any funds not expended by March 31, 2011 will need to be returned to CIHR There is an additional year available for expenditure if absolutely needed, however, you must apply to CIHR for this extended year by February 28, 2011 – This option is now not available as the deadline has passed. 20

21. CFI Please be reminded that we have an annual reporting period of March 31, 2011 for all CFI grants not ending within the fiscal year 2011 These reports are due to CFI by June 15, 2011, and include a projection of expenses in the upcoming fiscal year (April 1, 2011 to March 31, 2012) Once the analysis is done for March 31, 2011, our office will be contacting you so that we can go over this year’s results and discuss the plans for the upcoming year. 21

22. Questions and Answers Anything you would like to discuss….questions…. It’s been great working with you all during this past year, and we’ll see you in the fall!! 22