Research & Trust Accounting (RTA)

UBCO Research Orientation Day

August 28, 2013

AgendaOverviewResearch RoadmapRTA’s ResponsibilitiesResearcher’s ResponsibilitiesTools Available to ResearchersKey UBC Policies for ResearchersOther Frequently Used PoliciesRTA ContactsWant more Information?

Overview UBC administers research activities through the Research Information

Services (RISe) – an online research administration tool that allows researchers and administrators to manage applications, interact with research teams, administrators and reviewers and automatically sends email reminders regarding status of project or application.

Detailed revenue and expense transactions are posted to specified accounts called Project Grants (PGs); transactions can be viewed through the Financial Management System (FMS).• Payments to vendors and reimbursements are uploaded daily to FMS, while

Salary and benefit transactions are uploaded to FMS only at the end of every month.

Research Roadmap

1. Funding Opportunities

ORS RTA

8. Account Management

2. Proposal Development

3. Proposal Submission

4. Award Stage

5. Compliance Certification

6. Research Account

9. Report & Publication

7. Report to Agency

10. Knowledge Mobilization

RTA’s ResponsibilitiesPost-award supportFinancial reports to sponsors Invoicing and cash collectionMonitors compliance with sponsor and UBC policies Monitors over-expendituresTransfer funds to/from collaborating institutionsReconcile budget with payments from sponsors

Researcher’s ResponsibilitiesAuthorizing expenses charged to their PGsEnsuring expenses are eligible under funding agency

guidelines and comply with UBC policy & procedureContacting sponsor agency if their status changes or

to request a term extensionResponsible for any over-expenditures on their PGsNotifying RTA to inactivate a PG if research is completeCompleting progress/technical reports as required

Tools Available to ResearchersUBCO Finance website: www.ubc.ca/okanagan/financeFormal and/or informal training from RTA staffFMS nQuery – allows user to view account balances,

transactions and commitmentsResearcher Dashboard-same as above; only available

to research account managers

FMS nQuery Application

View-only access to financial transactions for your account/PGs

Allows PG holders to view• the balance remaining in their PGs• all transactions that have posted to their PGs• an estimate of salary and PO commitments

Researcher Dashboard Set up process is automatic, but must have a CWL

login ID and be a PG manager to have a ‘Dashboard’ The dashboard appears when the PI logs onto the

Management System Portal Only Active Research and Specific Purpose accounts

display Shows a ‘snapshot’ of financial information only PI will be able to determine if overspending has

occurred or if a date extension may be required

Accessing FMS nQuery Log on to the Management

System Portal www.msp.ubc.ca Then choose Management

System Portal

A CWL is required for above. To obtain more information go to: http://it.ubc.ca/services/accounts-passwords/campus-wide-login-cwl

FMS nQuery and Dashboard

Research Dashboard –visible only if you are PG manager

Viewing your Transactions (General Ledger)

PG start and end dates. Expenses to this grant must occur within this time

period.

PG status – open or closed

Speed chart

Overhead rate

PG manager

Account/PG

http://finance.ubc.ca/research-trust/ubc-and-agency-policies

Key UBC Policies for ResearchersPolicy # Policy Name

83 Travel and Related Expenses

84 Entertainment

87 Research

89 Research and Other Studies Involving Human Subjects

90 Over-Expenditure on Research and Specific Purpose Projects/Grants

97 Conflict of Interest and Conflict of Commitments

109 Ownership

119 Cash Handling

122 Purchasing

Other Rejected Payroll Appointments

Funding Agency Guidelines

Name Link

Tri-Council Financial Administration Guide

http://www.nserc-crsng.gc.ca/Professors-Professeurs/FinancialAdminGuide-GuideAdminFinancier/index_eng.asp

NCE, CFI, WD, MSFHR (UBC RTA website has links)

http://www.finance.ubc.ca/research-trust/ubc-and-agency-policies

ContactsGabriel Gock Research & Trust

A – K (based on Financial Specialist last name of PI) 250-807-8793

gabriel.gock@ubc.ca

Richard Washington Research & TrustL – Z (based on Financial Specialist last name of PI) 250-807-9315

richard.washington@ubc.ca

Want more information?September 25, 2013 - 9.00-11.00 am - FIP250

Topics discussed:Understanding your dashboard and FMS nQueryHandling over-expendituresPG email notifications and inactivating your accountsEligible expenses for Tri-Council accountsOverhead rates and budgeting for themSponsored Research AccountsUBC policies

Questions?