Department Administrator Session #11

February 12, 2014

Agenda

• Discussing Questionnaire responses• Controls

Questionnaire Summary

Questionnaire Summary

Questionnaire Summary

Questionnaire Summary

Questionnaire Summary

Questionnaire Summary

Questionnaire Summary

Questionnaire Summary

Questionnaire Summary

Questionnaire Summary

ControlsAuthorization of Expenditures• The institution has in place a means to ensure that

expenditures are authorized by the grant leader or their delegate

Delegation of Signing Authorities• The institution has a formalized system of delegation of

signing authority

Review of Compliance and eligibility of Expenses• There is a comprehensive system that allows Individuals

to be knowledgeable in the Agencies’ policies and guidelines, particularly those who review the transactions

ControlsOwnership and Disposal of Assets

• Has a means to track the purchase and disposal of equipment

• Proceeds from the sale of equipment used for research related purpose

Financial Reporting to the Grant Holder

• Financial reporting info is timely, complete and accessible to Grant Holders

ControlsCompensation

• All employees hired are authorized by Grant Holder or their delegate and this authorization is authenticated

• Has a process to monitor the eligibility status to recipients of salaries or stipends to ensure they can in fact receive remuneration

• Supporting evidence for compensation transactions are complete

• Only eligible non-discretionary benefits are charged

ControlsTransfer of funds – Between Internal Accounts

• The process of transferring funds, making corrections and modifications is well defined and documented

• All transfers are approved by the Grant Holder

• An appointed institutional representative other than grantee or their delegate reviews the expenditures to ensure they have been authorized by grant holder or their delegates and are compliant and eligible expenses

• Justification for the transfer is documented and complete supporting evidence exists and is verified back to source

ControlsInternal expense allocation and shared expenditures

• All transactions are authorized by Grant Holder or their delegate and this authorization is authenticated

• Expense transactions are reviewed for compliance and eligibility by an appointed institutional official other than the Grantee of their delegate

• Sufficient supporting evidence is maintained to support the exact charge

ControlsInternal Stores

• All transactions are authorized by the Grant Holder or their delegates

• Authorization of the Grant holders or their delegates are authenticated

• Sufficient supporting evidence is maintained to support the exact charge

• Expense transactions are reviewed for compliance and eligibility by an appointed institutional official other than the Grantee of their delegate

ControlsEquipment and Supplies

• All transactions are authorized by Grant Holder or their delegate and this authorization is authenticated

• Expense transactions are reviewed for compliance and eligibility by an appointed institutional official other than the Grantee of their delegate

• Sufficient supporting evidence is maintained including the supplier invoices indicating the details of purchases and price paid