2018-11-14

Effective May 1, 2018, the overhead recovery fee currently being charged on actual revenues earned in non-1A unrestricted funds will be increasing from 5% to 7.5%.

All existing exemptions to this fee will continue to be honored.

The 麻豆AV Online PCard System (MOPS) has been updated to include two new enhancements that take effect January 24, 2018:

1. Granting Agencies and Institutional Oversight for Research Grants and Contracts (2F/2M Fund Types)
2. Uploading PCard Support Documents when Reconciling

Effective May 1, 2017, the overhead recovery fee currently being charged on actual revenues earned in non-1A unrestricted funds will be increasing from 4% to 5%.

Please note that unrestricted start-up grants and service agreements will be excluded from this charge.

In order to meet Tri-Agency requirements, eliminate manual approval processes and duplication of efforts, as well as provide Principal Investigators (PI) full visibility on Change Orders, the following processes respective to Change Orders will be implemented:

• Effective July 3, 2017, all Change Orders (Purchase Order changes) will be sent to electronic approval to the PI or their delegate.听 The approval process will replicate the current approval workflows that exist for Purchase Requisitions in MMP.
• Effective July 17, 2017, all invoices received by Accounts Payable where a discrepancy exists between the Invoice and the Purchase Order will be returned to the Purchase Order requestor and a Change Order will need to be submitted.

We continue to actively develop and implement the necessary changes relating to expenses (Internal Stores, PCard, Internal Expense Allocations, Core Facilities) charged to research grants/awards to address the inadequate controls cited by the Tri-Agency in 2016.

The Tri-Agency Executive Scorecard is used to monitor the progress that has been made relating to the Tri-Agency findings.听 麻豆AV must address all of the findings in the Scorecard, and in June 2018, the Tri-Agency will formally review the corrective measures put in place to address the 2016 Monitoring Visit findings.

Research Asset Management Phase 2: Management and Disposal of Used and End-of-Life (U/EoL) Research Equipment

麻豆AV is initiating a pilot phase for the management and disposal of used and end-of-life (U/EoL) research equipment purchased from Tri-Agency and US Federal Funds.

For additional information, kindly refer to the Research Asset Management Phase 2 Memo.

Research Asset Management Phase 1: Tracking & Tagging of Research Equipment

As of January 1, 2017, 麻豆AV will begin tracking and tagging research-funded equipment that has an acquisition cost of $10,000 CDN or more (tax included).听

For additional information, kindly refer to the Research Asset Management Phase 1 Memo.

2016 Tri-Agency Financial Administration Guide - Summary of Changes

A 2016 Tri-Agency Financial Administration Guide - Summary of Changes has been created to highlight the updates made by the Tri-Agency to the Financial Administration Guide.

Changes made to this year鈥檚 guide supersede previous versions and are effective October 1, 2016.

For any additional information, kindly refer to the complete .

Tri-Agency Monitoring Site Visit 2016 Results Memo

The Tri-Agency Monitoring Visit officially concluded in February 2016. The Tri-Agency report cited significant strengths, and also identified areas that require changes in order for 麻豆AV to ensure compliance.

The VPRIR and the Provost established the FCOI in US PHS Funded research and other applicable sources procedure to be administered by the Office of Sponsored Research (OSR) in order to respect the compliance requirements for research conducted with funding from any agency of the US Public Health Services (PHS), including , and any other research funding sources which have adopted (42 C.F.R. Part 50 and 45 C.F.R. Part 94).

Please consult the OSR website for more information.

Tri-Agency Monitoring - 2016 site visit and implementation of 3 new compliance measures

麻豆AV has received confirmation that we will be undergoing our next monitoring review in February 2016. 听Important changes continue to take place to ensure the Principal Investigators (PIs), or their confirmed Delegate(s), authorize all expenses charged to grants. 听To this effect, three new compliance measures will take effect in December 2015:

1. Quarterly Purchase Order-Invoice Variance Report
2. Internal Central Services Report
3. PI/Delegate Approval of Procurement Card (PCard) Reconciliations

2015 Tri-Agency Financial Administration Guide - Summary of Changes

A 2015 Tri-Agency Financial Administration Guide - Summary of Changes has been created to highlight the updates made by the Tri-Agency to the Financial Administration Guide. 听The table summarizes only the following sections of the guide:

• Use of Grant Funds
• Checklist - List of Eligible and Non-Eligible Expenses for Stationery and Office Supplies

The changes/updates are underlined and highlighted in grey.

For any additional information, kindly refer to the complete .

麻豆AV is embarking on a new record retention project aimed at meeting the highest standards of financial controls for the administration of research funds as well as ensuring prompt and efficient retrieval of supporting documentation for compliance monitoring and audit purposes.听 The implementation of this secure web-accessible repository, eDocumentum, is planned for release to the 麻豆AV community for Spring/Summer 2016.

Federal Employer Compliance Fee

Effective February 21, 2015 the federal government introduced an employer compliance system for employers hiring foreign nationals under the federal international Mobility Programs.听 Employers are now required to submit the job offer and other relevant information for the recruitment of a foreign national to Citizenship and Immigration Canada and pay an employer fee of $230.

New Requirements for Research Funds: Authorization of Expenses by PIs and Record Retention

Principal Investigators (PIs)听must use the online Delegation of Temporary Signing Authority application to authorize signing authority to delegates.听 PIs or their delegates must authorize all expenses allocated to their research funds.听 Documents evidencing appropriate authorization must be retained by the Faculty/Department/Unit, easily accessible and retrievable upon request by sponsoring agencies.

Delegating Purchase Requisition Approvals - Change in Process

Effective March 13, 2014, ALL听Purchase Requisitions must be approved by the Fund Financial Manager/Principal Investigator (FFM/PI) or their delegate.听 FFMs/PIs who have not assigned delegates for Purchase Requisitions on their funds/grants will need to approve ALL听Purchase Requisitions regardless of the dollar amount.听 The approval of Purchase Requisitions exceeding $10,000 may not be delegated.听 This threshold has not changed.

Fund Balances and Profile Report for PIs/FFMs - New Tool to Manage all Your Funds

The Fund Balances and Profile report is an active tool that can be used to track the daily activities and balances for all funds.

POPS Timesheets now available on Minerva Delegate Temporary Signing Authority Menu

Effective December 12, 2013, the new radio button for POPS Timesheets will be available and can be found in Minerva under the Employee Tab or the Finance Tab.

Effective January 6, 2014, POPS Timesheets will require the Fund Financial Manager/Principal Investigator (or their Delegate) to sign and date the timesheets.

Reimbursement of Expenses - PROCEDURE UPDATE regarding missing receipts

Academic salary paid from research funds

Delegation of Temporary Signing Authority Procedures For All Fund Financial Managers

Message from the Office of Sponsored Research and Research Financial Management Services to the 麻豆AV Research Community