Tri-Agency Research Administration for Researchers, Research Personnel & Administrative Support March 2014 John Cornwell, Financial Compliance Officer, Financial Reporting (Financial Services Division) David Harris, Sr. Advisor, Quality Assurance & Data Management (Research Services)
Purpose of presentation and slides An informational presentation to: o inform support staff, research personnel, research administrators and researchers of Tri-Agency supported research at the University of Saskatchewan
Agenda Introduce the Tri-Agencies o Why are they important Present what has changed, compliance issues and initiatives to address these issues Describe how research is administered at the university How can Tri-Agency funds be spent? What is with the rubber boots?
What is the Tri-Agency? The Tri-Agencies are a major source of research funding for post-secondary institutions in Canada Promote and fund research and research training to eligible institutions in Canada Made up of three federal government agencies: o CIHR http://www.cihr-irsc.gc.ca/e/193.html, o NSERC http://www.nserc-crsng.gc.ca/index_eng.asp, o SSHRC http://www.sshrc-crsh.gc.ca/home-accueileng.aspx
CIHR is Canada s federal funding agency for health research Mandate: excel in the creation of new knowledge and its translation into improved health for Canadians, more effective health services and products and a strengthened Canadian health care system Designed to respond to the evolving needs for health research
Invests in people, discovery and innovation to increase Canada s scientific and technological capabilities for the benefit of all Canadians
SSHRC provides support for postsecondary-based research and training in the humanities and social sciences to enhance society s understanding of modern day social, economic, environmental, cultural and wellness issues. The innovative research that SSHRC strategically supports results in world-leading initiatives for the betterment of Canadian society.
Is the university eligible to receive Tri-Agency funding?
Institutional eligibility The university signs an Agreement on the Administration of Agency Grants and Awards by Research Institutions. This Agreement sets out the basic requirements for obtaining and maintaining institutional eligibility to administer research funds. http://www.science.gc.ca/default.asp?lang=en&n=56b87be5-1 Note: Institutional eligibility requirements can be found at http://www.science.gc.ca/default.asp?lang=en&n=3d5fa603-1
Why is the Tri-Agency important?
Why is the Tri-Agency important? Major source of research funding mostly in the form of individual grants to faculty To ensure compliance, the university develops and implements effective policies, administrative systems, procedures and controls The Tri-Agency conduct monitoring visits every 5 years Tri-Agency success is a key metric for the university and a strategic objective outlined in IP3 Allocation of Canada Research Chairs Driver for Federal Indirect Costs Program payment
Risks of non-compliance Reputational Risk Damage to the university s reputation through negative national press coverage Compliance Risk Cease payments made from any university funds and declare the university ineligible Financial Risk Significant financial loss due to the termination of funding and the possibility to repay. Adverse effects on the allocations for Federal Indirect Costs Program and Canada Research Chair Program
Risks of non-compliance Strategic risk Implications to IP3 Promise and Potential knowledge creation, innovation and impact o Objective of meeting international standards o Tri-Agency success requires compliance o College/department coordination and oversight is key o Research engagement is essential if not critical Culture and Community o Importance of stewardship (transparency, accountability, effective management)
Tri-Agency Monitoring Visits
Monitoring Visits Do we comply? Agreement states Tri-Agencies will conduct monitoring visits. Verifies compliance (note: no materiality) 2012 Final Report that the university s management control framework for the administration of grant and award funds from the agencies was not satisfactory.
Monitoring Visit Issues - 2012 1. Researchers are not authorizing every transaction. This can be delegated in writing. 2. The university must review and approve all expenditures charged to a research project. 3. All expenditures must be supported by the required documents including the appropriate justification 4. Grant holders must not have access to full annual amount of awarded funds until all ethics certifications are obtained
Transaction types excluded This slide has been inserted as questions will arise from the next few slides. We want to keep the discussion to involve what is the current state. As of March 2014 internal sales are not involved o Campus Computer Store, Bookstore, college stores, etc. o There is work underway to enhance these processes
Monitoring Visit Issues - 2012 1. Researchers are not authorizing every transaction. This can be delegated in writing. The signature certifies that: o All expenditures are for the purpose for which the grant was awarded o The charges have not been claimed from other sources
Monitoring Visit Issues - 2012 2. The university must review and approve all expenditures charged to a research project. The authorization of an expenses and the approval of an expenses must be performed independently from one another. The approval must occur before payment is made. The approval certifies that expenditures are: Eligible against the specific research grant In compliance with the Tri-Agencies use of grant funds requirements
Monitoring Visit Issues - 2012 3. All expenditures must be supported by the required documents including the appropriate justification Written Justification Issue Cited numerous times for written justification not provided on how the expenditure directly relates to the research grant
The Rubber Boots Clothing is not an eligible expense Rubber boots are needed to collect samples, thus is a direct cost of research Justification statement is required as to why the boots are a direct cost of research
Supporting documentation issues: Most common deficiencies include: Conference related travel Prospectus/program not part of the claim General office supplies No justification why these are a direct cost of research Computer / electronic communication devices Missing justification most common purpose give for research which is not sufficient
Monitoring Visit Issues - 2012 4. Grant holders must not have access to full annual amount of awarded funds until all ethics certifications are obtained Access to Funds The university may not release funds to the grant holder until REB approval has been received In some instances, funds may be released on a prorated bases for non-ethics related research work
What has changed? Agreement between the Tri-Agencies and U of S o Institutional eligibility of U of S o Formerly MOU with three parties o Now two parties: Tri-Agency & U of S Treasury Board expectations every charge must be approved http://www.science.gc.ca/research_funding_collaboration/policies_and_guide lines/institutional_agreement-ws56b87be5-1_en.htm
What is going to change? Business processes enhancements Standardized paper-based forms and processes System-based changes Implementation of a Research Admin Network Regular sharing of information that focuses on supporting researchers Why? Meet compliance requirements of Tri-Agency To ensure minimal impact on faculty and those who carry out research
What else is going to change? Business processes will have an additional step an approval process at the college level
What else is going to change? College / department / unit implications Additional time and effort to administer research projects Central unit implications Enhancements to systems Provide training and information sessions Increase awareness of Tri-Agency guidelines
When is this happening? The goal was to have the institutional approver function in place by May 31, 2014. Business process enhancements are underway Pcard ready for implementation Institutional approver training to commence in April 2014.
Research Administration
Financial Management Financial Management Roles and Responsibilities at every level must be understood Board President / Vice-Presidents Department Heads / Directors Researchers / Fund Managers
Roles and Responsibilities The university establishes internal control framework to ensure compliance with Tri-Agency guidelines Research Services Researcher Financial Reporting Department Head / Dean
Researcher Research Management Work with Research Services to establish projects Prepare all required technical reports For change in academic status notify Research Services Advise Research Services when the activity associated with a research project is complete
Researcher Financial Management Authorize all expenditures against grants Prepare, submit and approve source documents for all transactions Ensure all funds are maintained in a positive balance Ensure all expenditures comply with: University policies and guidelines Terms and conditions of the Tri-Agency The project budget
Researcher Financial Management (continued) Ensure cut-off dates for expenditures are met Ensure all financial transactions and expenditures have been properly recorded prior to closing a project Sign off on the Form 300
Department Head / Dean Research Management Assurance Approve the establishment of research fund Research fits with strategic direction Potential conflicts of interest Grad student involvement appropriate
Department Head / Dean Research Management Assurance (continued) Protection of academic and financial interests of researcher and university Includes space and facility use Researcher eligibility/status Teaching load Responsibility for grants within department/college
Department Head / Dean Financial Management Authorize an individual to be the financial manager of a research grant Responsible for the financial obligations of each research grant in their department and college Approve claims for reimbursement to the Principal Investigator (conflict of interest control)
Financial Reporting Create funds to manage research activities Notify Principal Investigator of the fund number once it has been opened Close funds upon direction from Research Services Prepare and submit all financial reports Form 300 Monitoring for compliance with the terms of the agency guidelines
Research Services Ensure the necessary internal reviews and approvals are obtained Ensure all grant awards have the proper institutional authorizations Authorize the opening of a research fund Ensure compliance with university policies, and Tri- Agency terms and conditions
Research Services Facilitate any funding sub-transfer to/from collaborators Facilitate the need for any amendments or changes to terms of original award Notify Financial Reporting and Tri-Agency of any changes in academic status of researchers Authorize the closing of a research fund
Administrative Support
Why is this important? Administrative support will: Gain an understanding of Tri-Agency Know where to go for assistance o o Units on campus Websites Assist researchers in preparation of expenditures that require payment Assist department head/dean in complying with Tri- Agency requirements
How to spend Tri-Agency funds
How can grant funds be spent? Grant funds must contribute towards the direct costs of the research for which the funds were awarded. The institution has the right and responsibility to withhold payment of expenses submitted for reimbursement by the grantee that contravene Agency requirements or institutional policy. Financial Administrative Guide http://www.nserc-crsng.gc.ca/professorsprofesseurs/financialadminguideguideadminfinancier/index_eng.asp
General Principles Expenses must be for direct costs of research Expenses must be essential for the research Equipment purchased belongs to the U of S If there is no Tri-Agency guidance, university policy and procedures apply University conflict of interest is followed The university can withhold a payment
How can grant funds be spent? Eligible vs. Non-eligible Compensation related (salary/stipend/scholarship) Sabbatical/leave Travel Equipment and Supplies Computer and electronic communication devices Dissemination of Research Results Service and Miscellaneous Hospitality
Additional help/resources Tri-Agency Administration web page http://www.usask.ca/fsd/colleges_depts_research/research_administration/tri_ agency_administration.php Monitoring financial activity for research funds? Contact UniFi support unifisupport@usask.ca (8783) Purchasing large dollar items? Purchasing Services http://www.usask.ca/fsd/departments_contacts/departments/purchasing_servi ces.php
Who do I contact? Any issue related to Tri-Agency compliance contact John Cornwell Financial Compliance Officer Financial Reporting (Financial Services) Email: john.cornwell@usask.ca Phone: 4625 Contact John to arrange for an information session for researchers, research personnel and administrative support
Remember the rubber boots!