Frequently Asked Questions
1. What is the difference between a rented vehicle and a leased vehicle?
2. Do I need to purchase the rental company's insurance?
3. What is a Loss Damage Waiver (L.D.W.)?
4. Are there forms that have to filled out and submitted?
5. Who can I rent from?
6. Who is responsible for the deductible?
7. What is the deductible?
8. Are therea any restrictions when using University vehicles?
9. Do I have to fill out any forms?
10. When can a University owned vehicle be used?
11. Who is permitted to drive University owned vehicles?
12. Is my persoanl property covered?
13. Who do I report the accident to?
14. What do I do if I am in an accident?
1. What is the difference between a rented vehicle and a leased vehicle?
Any vehicle that is hired for less than 30 consecutive days is considered a rental vehicle. This type of vehicle is not added to the University's insurance policy. The rental company is responsible for obtaining the minimum legally required liability insurance. Most rental company self-insure the physical damage for these vehicles.
Any vehicle that is hired for more than 30 consecutive days is considered leased and is added to the University fleet. It is the University's responsibility to obtain insurance for vehicles it leases.
2. Do I need to purchase the rental company's insurance?
It is not necessary to purchase insurance from the rental company. The University's Insurance policy extends coverage to include rental vehicles. The maximum covered is $45,000. If the vehicle you are renting has a value greater than $45,000 purchase the rental company's Loss Damage Waiver coverage.
3. What is a Loss Damage Waiver (L.D.W.)?
This is an additional daily charge that the rental company offers the renter in order for the rental company to waive any claims against the renter in the event of damages to the rented vehicle. The University provides this coverage up to $45,000.
4. Are there forms that have to filled out and submitted?
Please fill out the form and submit a copy to Arthur Chrysler and one to the Insurance Office.
5. Who can I rent from?
A vehicles being used for University business can be rented from any business that rents vehicles. University of Guelph has a preferred vendor arrangement with Budget Car Rental in Guelph.
6. Who is responsible for the deductible?
The departmenet that has provided authorization for the use of the University vehicle is responsible for the deductible.
7. What is the deductible?
For vehicles less that 4500 kg the deductible is $1000. Vehicles over 4500 kg have a $2500 deductible.
8. Are therea any restrictions when using University vehicles?
Only qualified drivers are permitted to use University vehilces. No other person shall operate the vehicle, including relatives, friends or other employees.
9. Do I have to fill out any forms?
You are requiered to complete the "Terms and Conditions Agreement" form prior to using a University vehicle. COmplete the form ans submit a copy to the Insurance Office. Keep a copy for your Department.
10. When can a University owned vehicle be used?
University vehicles are to be used for University business ONLY. The vehicles are NOT to be used for any personal purposes.
11. Who is permitted to drive University owned vehicles?
Only qualified drivers that have a current and valid/unrestricted drivers licence who have filled out the "Terms and Conditions Agreement Form". Please see www.uoguelph.ca/ehs/policies/07-07.pdf
12. Is my persoanl property covered?
No. You are responsible for your own property. You may be able to seek compensation from your home insurer.
13. Who do I report the accident to?
Report an accident immediately or as soon as resonably possible to the Insurance Office.
14. What do I do if I am in an accident?
Never admit liability. If you do, you may be prejudicing the insurer's position. File a claim form immediately or as soon as is reasonably possible.
1. When do I use a LVPO or a HVPO?
2. How is GST calculated on multiple lines of coding?
3. How is GST calculated?
4. Who corrects coding errors?
5. When do I get a copy of a paid invoice?
6. Can I do "multiple" lines of coding on Sytems Invoices?
7. How do I get the drivers for my departments new Toshiba Photocopier?
8. How do I get the convertor file for my new Toshiba copier?
1. When do I use a LVPO or a HVPO?
See the Purchasing rules for HVPO use, but a good "rule of thumb" is that anything over $3000 should be on a HVPO unless covered by a Supply Managed Contract. For a list of the Supply Managed Contracts, by Supplier or Commodity, visit the Purchasing web site.
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2. How is GST calculated on multiple lines of coding?
Unless we are told which line or lines has the GST, Accounts Payable staff have been instructed to take GST on the first line of code. It would also be helpful if the total amount of GST were indicated on coded invoices in the space provided (Hotel bills in particular).
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3. How is GST calculated?
In most cases, the University gets a 67% rebate on GST. The Controller's Office has a list of Departments and specific codes that vary from this, (library books or Hospitality Services food Suppliers, for example). Tax rules Please pay attention to the tax rules and identify on LVPO's. This would be a big help to Accounts Payable staff, especially for US and Out of Province purchases. Some US Suppliers have a GST registration # which will affect the tax designation on a LVPO. It is a big help if the LVPO tax designation is filled in so A/P staff knows which "code" to use. For example, if a US supplier charges GST on the invoice and quotes a GST number, then the tax would be different from a Supplier with no GST number. The GST would then be charged at the Border by Customs.
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4. Who corrects coding errors?
If Accounts Payable keyed in the wrong coding, we will do a journal entry to correct. Departments will have to do adjusting journal entries if they wrote down the wrong number. Please make sure the numbers are legible to avoid as many corrections as possible. Hand written codes on low value Purchase Orders and, in particular, the pink and green copies are sometimes very faint.
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5. When do I get a copy of a paid invoice?
A copy of the paid invoice is sent to a Department if we have not already sent a copy requesting authorization. Also, if an original invoice has come to Accounts Payable from a Department, we do not send you back notification of payment. Most systems invoices are also not sent to Departments but there are exceptions (Travel Companies, for example).
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6. Can I do "multiple" lines of coding on Sytems Invoices?
The quick answer is "NO" as most systems Suppliers are unable to handle this format. There are, however, exceptions but you must identify these Suppliers or you may only see one line of coding on FRS.
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7. How do I get the drivers for my departments new Toshiba Photocopier?
The drivers to your new (2011) Toshiba Photocopier can be found here. Please select the hyper link and "save" this file to your local machine for installation. Do not select "open".
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8. How do I get the convertor file for my new Toshiba copier?
The convertor files for the new Toshiba copiers be found here. Please select the hyper link and "save" this file to your local machine for installation. Do not select "open"
1. What is needed in Accounts Payable re: Petty Cash?
2. Where do I get cheque requisitions?
3. When do I use a cheque requistion or a coding sticker?
4. How do I synchronize my internet payments collected on MiraPay with my deposit to Revenue Control?
5. How does the department deposit the web payments to Revenue Control?
6. What bill or reciept is required documenting the customer's web purchase?
7. How do I get my new Internet Merchant Number?
8. How does a Department get started?
9. Why use MiraPay?
10. What is MiraPay?
11. What are the costs associated with Credit Card payments?
12. What should I do when I receive credit card information over the phone?
13. How long should I retain the card holder’s information?
14. What should I record on a credit card sales draft?
15. Can we ask for credit card information to be sent by mail?
16. How often should I close off the terminal?
17. How should I dispose of carbon copy merchant sales drafts?
18. What should I do if the card presented is unsigned?
19. What should I do if the signature on the card presented doesn’t match the signature on the sales draft?
20. Can I keep someone’s credit card number on file if I’m going to be billing them again in the future; if so are there special instructions, what do I do once the billing cycle is over?
21. I am holding a credit card number on file as a “security deposit”. How long should I keep this information?
22. My department information system has a credit card number field in the payment information screen – what do I need to input?
23. How can I switch my Payroll Cheque to Direct Deposit (or what happens if I lose my pay cheque)?
1. What is needed in Accounts Payable re: Petty Cash?
Accounts Payable needs 4 pieces of information:
1. The brown envelope with the codes.
2. The white "remittance" voucher (show sample).
3. The backup documentation 2 signatures (who received the money & who gave out the money).
4. The receipt.
2. Where do I get cheque requisitions?
There is a very good cheque requisition format on the Accounts Payable website. It is quite legible and Departments can adapt it for their own use. For example, bolding the codes or any special mailing instructions. Typing also helps avoid errors.
3. When do I use a cheque requistion or a coding sticker?
If you have an invoice, you can use a coding sticker. Use a cheque requisition if there is no invoice or if you would like any special mailing instructions noted.
4. How do I synchronize my internet payments collected on MiraPay with my deposit to Revenue Control?
Each night at a specfied time, MiraPay will process the internet payments collected on your site. This information is available to the designated MiraPay administrator as an End of Day (EOD) report. This should agree with the information collected on your own site.
5. How does the department deposit the web payments to Revenue Control?
Daily, the department administrator logs onto the MiraPay website at www.mirapay.com as the authorized MiraPay administrator. The administrator prints off the "end of day" (EOD) web-payment register that lists the payments processed to-date. The department attaches the MiraPay web payment register as backup to the RRV Revenue Remittance Vouchers and then forwards both to Revenue Control (4th floor, UC). These deposits are recorded daily by CIBC to the University's bank account, referenced by the appropriate Internet Merchant number.
6. What bill or reciept is required documenting the customer's web purchase?
The departmental e-commerce system must generate a payment invoice prior to authorizing a transaction. The purchase totals should appear as an on-line invoice after your customers have selected their goods or services. The departments on-line invoice would include; date of the transaction, bill to name and address, short description of the goods or services involved total cash price plus any taxes, etc.
If a customer disputes the web payment and VISA or M/C determines that the department's documentation is not adequate than VISA or M/C will refund the payment to the customer and charge-back the department the original charge collected. E-commerce system typically includes an on-line payment invoice, confirmation number and order acknowledgement email. For an overview of MiraPay and website setup instructions refer to the attached.
7. How do I get my new Internet Merchant Number?
Once you understand the costs and benefits of your proposed e-commerce application then you need to apply for an Internet Merchant number through Revenue Control. Contact Bernadette Wall or Glenn White and they will process your Global payments Internet Merchant application.
8. How does a Department get started?
- Analyze your requirements and determine if credit card payments via the web meets your needs.
- Design and develop an E-commerce web based system (shopping cart application) that would include detailed description of goods and services, delivery method, product list in CDN dollars, refund policy, etc.
- Log onto www.mirapay.com for more information.
- Obtain your new Internet Merchant number (refer FAQ 4).
- For further information contact Glenn White at Revenue Control.
9. Why use MiraPay?
Using Mirapay eliminates the need for each department to develop their own credit card validation site. This avoids any liability and security issues of the University having access to the users credit card information. In addition, the web payments are deposited directly to the University's bank account along with the appropriate Internet Merchant account number.
MiraPay is a secure Internet payment POS (Point of Sale) solution using standard Secure Sockets Layer [SSL -Note (1)] encryption technology widely available on standard web browsers. Using the MiraPay service ensures that during the consumer's shopping experience at the vendors web site, they can submit their credit card account number and feel confident that their personal information will not be used for any purpose other than processing the transaction.
10. What is MiraPay?
MiraPay is Eigen Development's e-commerce payment gateway service that processes credit card transactions for Merchants who have had an Internet Merchant account (Visa and Mastercard) setup by Revenue Control.
11. What are the costs associated with Credit Card payments?
| Jan. 2007 Update |
Teledeposit (Manual Imprinter) |
Electronic POS Terminal | Web Based MiraPay |
| VISA Fee | 1.79% | 1.79% | 1.79% |
| MasterCard Fee | 1.83% | 1.83% | 1.83% |
| Transaction Fee | $0.30/transaction | $0.15/debit card transaction | Call x. 53312 for fees |
| Monthly Fee | $5.99/month per unit | $30.00/month/ POS card unit | Call x. 53312 for fees |
| Initial Setup Fee | zero Refer to Stand Cost below* | Zero | Call x. 53312 for fees |
12. What should I do when I receive credit card information over the phone?
POS Terminal: If you are using a POS terminal the following steps should be taken:
- Key in the cardholder’s information into your POS terminal and obtain authorization from Global Payments.
- Record the authorization number in case of possible chargeback’s.
- Always obtain authorization for all charges, regardless of the amounts.
- Keep the cardholder’s information in a secure area until no longer needed, then shred.
Manual Terminal: The majority of our departments have switched to POS terminals for processing. Which when proper guidelines are followed provides enhanced security and flexibility for clients. If you are among the remaining few who have not already done so, the following steps should be taken:
- Neatly record the card holder’s information on a sales draft.
- Phone to obtain authorization.
- Record the authorization number in the space provided.
- Always obtain authorization for all charges, regardless of the amounts.
- Keep the card holder’s information in a secure area until no longer needed, then shred.
13. How long should I retain the card holder’s information?
The cardholder’s information should be retained in a secure area, using the guidelines
14. What should I record on a credit card sales draft?
Sale drafts are rarely used, as the majority of our departments have switched to POS terminals for processing. If you are among the remaining few who have not already done so the following should be recorded on a credit card sales draft:
- Cardholder’s number
- Cardholder’s name, as it appears on the card
- Expiration date
- Goods or services purchased
- Your merchant number information
- The amount of the sale
- On the signature line you may record the cardholder’s phone number or sales item number.
15. Can we ask for credit card information to be sent by mail?
Yes you may. Once again be sure the information is kept in a secure area.
16. How often should I close off the terminal?
An End of Day (EOD) Settlement should be performed on your terminal daily.
17. How should I dispose of carbon copy merchant sales drafts?
Carbon copy merchant sales drafts are to be cross shredded when no longer needed.
18. What should I do if the card presented is unsigned?
Request another signed form of identification for verification.
19. What should I do if the signature on the card presented doesn’t match the signature on the sales draft?
Phone for a code; A code 10 allows you to call for an authorization without the client becoming suspicious. Phone and inform the operator that you have a code 10. You will be asked a series of “yes” and “no” questions. If something is amiss the authorization will be declined. The operator may request to speak with the cardholder to ask account information questions that only the true owner of the card would know. You may use a code 10 at anytime you feel that a transaction is not legitimate.
20. Can I keep someone’s credit card number on file if I’m going to be billing them again in the future; if so are there special instructions, what do I do once the billing cycle is over?
Credit card numbers should not be kept on file as a general practice. Limited exceptions apply such as if you need to bill the customer on a frequent and recurring basis (at least monthly) and explicit permission is obtained from the customer.
The credit card number must be filed in a secure location and not stored in a spreadsheet or database unless it is encrypted and password protected. Once the customer relationship is finished, the credit card number should be cross-shredded. It is a good practice to have customers keeping their credit card number on file with the University to sign an authorization form at least annually to confirm their intent to keep their credit card on file.
21. I am holding a credit card number on file as a “security deposit”. How long should I keep this information?
Occasionally a department will process a pre-authorization on a credit card without actually making a charge on the customer’s account, for example: a damage deposit. This may be done directly on the terminal or on a sales draft. Pre-authorizations on a terminal should be removed once the business transaction is completed, unless charges need to be applied. Sales drafts should be cross-shredded or given back to the client.
22. My department information system has a credit card number field in the payment information screen – what do I need to input?
Departments are discouraged from inputting a credit card number into any information system, even when the system has been designed to include a credit card number. The majority of transactions are processed on a terminal which is likely not connected to the system, so entry is not required. If there is a direct link between your information system and the payment processor, security measures must be in place including encryption and password protection – please consult Revenue Control for more details if this applies.
23. How can I switch my Payroll Cheque to Direct Deposit (or what happens if I lose my pay cheque)?
- For Employees switching to Payroll Direct Deposit, fill in the Direct Deposit Authorization Form with your bank information and hand the completed form into Human Resources. The Form is located at the HR website and can be printed from:
http://www.uoguelph.ca/hr/download/didepaut-1a-2.pdf
- If an Employee loses their payroll cheque – they must notify the appropriate departmental administrative staff who in turn contacts Human Resources in order for a stop payment to be placed and a replacement cheque printed.
- Once HR has been contacted, they will summarize the lost cheque details and email Revenue Control to confirm that the cheque has not been cashed. Revenue Control will issue a stop payment on the old cheque. HR staff will make the necessary arrangements to print the new cheque and have it signed.
- Once HR has printed the cheque and have it signed - they will contact the employee to arrange for pickup. This whole process can take 2-3 business days.
1. How Do I complete the Expense claim Form? (Where do I start?)
2. Where can I learn more on how to complete an expense claim?
3. How do I find out what is permissible for out-of-pocket expenses?
4. I submitted my claim via ECS, but it does not show as submitted – what happened?
5. Does ECS Handle Advance requests?
6. Can I delete an Expense Claim Form created in ECS in Error?
7. I am confused on what Location Code to be used for Airfare?
8. How Can I transfer a Departmental Charge that is actually PDR?
9. I have submitted my Expense Claim. When can I expect my reimbursement payment?
10. How do you Delete Rows? or ECS Error states that; “Claim # 123456: Invalid Coding in Ontario account codes”
11. How do I get setup for EFT (Electronic Funds Transfer)?
1.How Do I complete the Expense claim Form? (Where to start?)
As an ECS user, you can create your expense claim, print it off, and then have it signed via your "normal" approval process. Once signed with all necessary departmental approvals on the Cover Page - the expense claim (with all receipts) is delivered to Revenue Control. At any time, you can check on the status of all your expense claims and their payment status via ECS.
a) For a quick start in completing your expense claim, review the 15 minute online tutorial
b) To log onto ECS, go to here.
Sign on with your CCS logon ID. If you find you cannot log on; you will be prompted with the following system message: "You are not set up in the Expense Claim System (ECS). For UofG employees, fill out the form "Request to Add Employee(s) to ECS" and email to ecs@uoguelph.ca. Once Revenue Control staff adds you to ECS, you will be able to add/review your claim(s).
c) To add an Employee to ECS, refer to the form titled “Request to Add an Employee ECS” listed on the Travel / Expense claims web page.
d) If you encounter any problems in trying to log onto ECS, email ECS.
2. Where can I learn more on how to complete an expense claim?
- Take 15 minutes and view the ECS tutorial
- Check with your Administrative Contact who handles expense claims
- Refer to the UofG Travel Policy at the Travel/Expense claim
3. How do I find out what is permissible for out-of-pocket expenses?
Refer to the UofG Travel Policy at the Travel/Expense claim web page
4. I submitted my claim via ECS, but it does not show as submitted – what happened?
Note: Do Not SAVE as the last step, otherwise the ECS process undoes the Final Submit function and the claim is considered as New and is NOT submitted to Revenue Control. The normal process is to enter all the information into the ECS form; hit the Validate button, correct any errors if necessary, re-validate and then view the pdf version. If the claim looks OK, then hit Final Submission (Last Step) and then print the pdf.
On the printed copy of your claim, the upper right hand corner of the expense output form should read Validated –YES and Final Submission – YES. If Not; you need to repeat the Validate and Final Submit process again.
Finally, sign your claim, attach all receipts (that have been indexed to the receipt lines on your claim), and then give to your Admin. Contact, who would gain the necessary approval(s) and then hand over to Revenue Control.
5. Does ECS Handle Advance requests?
No, at this time, ECS does not allow Expense Claims where there is an Travel Advance applied against it. The two excel based forms are still used for the Advance request, and at trip completion, when the Advance is applied against the trip expenses. This is the only time the excel based claim form is used. Both forms can be found on the Travel/Expense claim web page.
6. Can I delete an Expense Claim Form created in ECS in Error?
No, if you have started an expense claim that is not required, complete the following steps to re-use your ECS expense claim form for the next claim:
- a) Using the Delete Rows button, and the small check box (far left of the form) delete each receipt.
- b) Using the Delete Coding Lines button and the check boxes, delete all coding lines
- c) Hit the SAVE button.
- d) In the Purpose field, type in “Form to be used next time”. This will flag this claim to be used for next time.
7. I am confused on what Location Code to be used for Airfare?
A summary of various airfare trips and the appropriate Location Code to be used is available at Travel / Expense claim web page. Click on the link titled HST Impact on the Expense Claim.
8. How Can I transfer a Departmental Charge that is actually PDR?
Where a goods or service is purchased and charged to a department and then later deemed to be used for a staff member’s PDR, the funds must be transferred via a Journal entry (with complete description included on your JE). The expense claim form is to be used for out-of-pocket expenses, not accounting transfers.
9. I have submitted my Expense Claim, when can I expect my reimbursement payment?
Check under the Claims Tab on ECS – for the group in which your claim is categorized; i.e New, Submitted to Revenue Control, Received by Revenue Control or Payments in Progress. For more info refer to the online tutorial - under the section titled “Checking the Status of your Claims”
- If the claim has not yet been received by Revenue Control, you should check with your Administrative contact to see when the approved claim was actually delivered to Revenue Control.
- Completed and approved Expense Claims (with all receipts attached) delivered to Revenue Control by 4 PM Wednesday - will result in EFT payments (electronic funds transfer) processed and direct deposited to your bank account the following week (by Wednesday or Friday). Payment by cheque may take up to two weeks.
Still receiving a cheque? Switch now to EFT for faster payment service! To access the EFT Application form – Refer under Links @ the ECS Home page or at the Financial Services Travel / Expense page.
10. How do you Delete Rows? or ECS Error states that; “Claim # 123456: Invalid Coding in Ontario account codes”
If there appears to be an error in the coding section of the form – but there are blank coding rows – then use the Delete Rows function. For each coding line, tick the box on each line, far left hand side of the form, and delete the first 4-5 blank rows. SAVE the form and revalidate. This should remove the error. If you still encounter a problem email ECS Support. Be sure to include your name, Claim number and the problem encountered in your email.
11. How do I get setup for EFT (Electronic Funds Transfer) or direct deposit?
Print off the EFT Application form, fill in the form and send to Revenue Control. The EFT form can be found under Links @ the ECS Home page or at the Financial Services Travel / Expense page. Please note that is may take 7-10 days to update your employee records in Oracle Financials – so send in your completed EFT form asap. E:\Revenue Control\Glenn\TEMP\FAQ's - ECS.doc
1. What is FRS and what kind of information can I access through it?
2. How do I gain access to FRS (Financial Reporting System)?
3. How do I determine my project start and end date?
4. How do I determine my grant balance?
5. How do I determine the total values of my transactions?
6. When are indirect costs applied?
7. How do I determine the time period for financial reporting? (Start/end date)
8. How do I complete a wire transfer?
9. How do I set up a research grant account?
10. How do I set up a General Purpose Account?
11. When can I move expenses or funds from my grant to my General Purpose Account?
12. How do I complete a purchase requisition?
13. What do I do if my project is overspent or under-spent?
1. What is FRS and what kind of information can I access through it?
FRS is the Financial Reporting System used by the University of Guelph that tracks the financial activity for all of the University’s internal accounts..
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2. How do I gain access to FRS (Financial Reporting System)?
To gain access to FRS, contact the Administrative or Financial staff of your Department or complete the following form and submit it to the Controller’s Office: http://www.uoguelph.ca/finance/sites/uoguelph.ca.finance/files/FRSApplic...
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3. How do I determine my project start and end date?
- Log on to FRS (Financial Reporting System) at https://frs.cs.uoguelph.ca:8001/pls/fmrt/f?p=600:1
- You must have access to FRS
- Your log-in information for FRS is not the same as your Central Login
- To gain access to FRS, contact the Administrative or Financial staff of your Department or complete the following form and submit it to the Controller’s Office: http://www.uoguelph.ca/finance/sites/uoguelph.ca.finance/files/FRSApplic...
- Hover over the “Actual” tab and a drop-down menu will appear
- From this drop-down menu, hover over “Grant” and another menu will appear
- From this menu, click “Summary”
- Under “Grant (Multiple)” type in the UoG account number given to your grant
- Click “Run”
- A summary of your grant will appear, including a row labeled “Start Date:” and a row labeled “End Date:”
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4. How do I determine my grant balance?
Follow steps 1 to 6 above. Once the summary of your grant has appeared, scroll down and you will find a line reading “_______ Balance (Commitments incl.) is _______.”
The first blank above will tell you if your account has a “Surplus” or a “Deficit” and the second blank will tell you the amount of your balance.
Note that a surplus balance is noted with a negative balance and a deficit balance is noted with a positive balance.
Also note that this method of determining your grant balance is not applicable for CFI grants. FRS does not track in-kind contributions, whereas a true CFI balance does. As such, contact the Manager, Infrastructure Programs in Research Financial Services or the Program Officer in Research Financial Services to determine your CFI balance.
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5. How do I determine the total values of my transactions?
Follow the steps 1-6 mentioned above to reach your grant summary in FRS.
Scroll to the bottom of the page and click “O” under Drill. This will take you to the next, more detailed page.
Here you will see your transactions separated by “Revenue” and “Expenses.” The “Header Total” row under each of the two sections will tell you the total value of transactions related to “Revenue” and “Expenses,” as separated by three columns: “Mtd Act” (Month-to-Date), “Annv TD Act” (Year-to-date), and “Total Act” (Total activity). The “Grand Total” at the bottom of the page will tell you the summed value of the transactions.
To determine the total value of your Revenue transactions, see the “Header Total” for “Total Act” under the “Revenue” section.
To determine the total value of your Expense transactions, see the “Header Total” for “Total Act” under the “Expenses” section.
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6. When are indirect costs applied?
Indirect costs are applied differently for each account depending on when revenue is received. It is applied by Research Financial Services’ Financial Officers. However, the indirect cost rate is determined by the Office of Research in the pre-award stage. As such, any questions regarding this matter should be forwarded to the Office of Research.
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7.How do I determine the time period for financial reporting? (Start/end date)
For CFI grants, the time period for financial reporting is usually April 1 to March 31.
For Tri-Council grants, there are two periods (and thus two sets of reporting) required: one for the Finance department at the Tri-Council agencies and one for the Programs department at the Tri-Council agencies. The Finance department requires reporting as per the fiscal year April 1 to March 31. The Programs department, however, can set any reporting time period relevant to your award. As such, to determine what this time period is, refer to your award notice.
For private business and industry grants and contracts, the time period for financial reporting will be determined by the donor and is often outlined in the agreement. Contact the donor if it is not stated in the agreement.
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8. How do I complete a wire transfer?
In order to complete a wire transfer or for more information regarding wire transfers, please review the following instructions: http://www.uoguelph.ca/finance/uploadFiles/Wire%20Template%20Letter%20Ma....
Once you have reviewed the instructions, please complete the following form and submit it to Revenue Control (University Centre, Level 4): http://www.uoguelph.ca/finance/sites/uoguelph.ca.finance/files/Wire%20Tr....
Any questions regarding wire transfers should be forwarded to Revenue Control.
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9. How do I set up a research grant account?
After you have been awarded a grant from a public or private organization, the Office of Research will set up a research grant account for your award(s) and notify you of the University of Guelph account number that it is given.
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10.How do I set up a General Purpose Account?
If you are interested in having a General Purpose Account setup for yourself, please request your departmental staff to contact Research Financial Services. The points of contact in the department will be the Financial Officer(s), who will set up the account and allocate a University of Guelph account number to it.
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11.When can I move expenses or funds from my grant to my General Purpose Account?
Expenses can be moved from a grant to the General Purpose Account at the researcher’s discretion. Generally, this is done when a researcher over-spends a grant from a public or private organization or if the researcher makes a purchase that is deemed ineligible by the funding agency.
Funds transfers vary:
For Tri-Council grants, refer to the Tri-Council section of questions, specifically the diagram under the “How do I receive an extension on a Tri-Council grant?”
For private sector grants and contracts, your agreement with the organization should outline whether a residual balance must be returned or can be kept.
For CFI grants, funds cannot be transferred from the grant to your General Purpose Account. Any excess funds must either be spent on budgeted items, items outside of the initial budget that the CFI pre-approves at a date later than the application process, or must be returned to the CFI.
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12.How do I complete a purchase requisition?
Contact Purchasing Services for information related to purchase requisitions, systems contracts, or purchase orders (both low-value and otherwise).
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13. What do I do if my project is overspent or under-spent?
Please note that different funding agencies have different rules – make sure to follow these rules or the additional expense may be deemed ineligible. See the specific funding agency’s guidelines or your agreement with the donor for policies regarding extensions, residual balances, and additional or new expenses.