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This is a reminder that in accordance with the month end schedule posted on the Financial Services website, the fiscal period of March 2013 is scheduled to close on Monday, April 8, 2013.
Pursuant to an identified need, a new public query has been created in Peoplesoft Finance that will allow the user to see all payments made to a vendor in a fiscal year that have been posted to their Department
The Tri-Council agencies (NSERC, SSHRC and CIHR) have very specific rules surrounding expenses incurred by grant holders while on sabbatical leave.
As a result of a Tri-Council monitoring visit conducted in May 2011, a recommendation was made by the Tri-agencies (NSERC, SSHRC and CIHR) regarding tithing fees charged to Tri-agency research projects.
Recipients of Electronic Funds Transfer (“EFT”) payments should note that there was an error with the EFT Payment Advice emails sent out regarding payments made on March 21st, 2013.
Recent discussions held with business officers identified the need for changes to the current internal cost recovery process.
The fiscal period of February 2013 was closed on Thursday, March 7, 2013 as per the month-end schedule posted on the Financial Services website.
In November 2012, Payroll Services paid vacation owed to Casual and Student employees. In some cases these amounts were charged to incorrect accounts. The error was discovered and an adjustment was entered in November through Journal 115512. Unfortunately, this correction did not rectify all errors, so in the month of February 2013, additional corrections were recorded.
This is a reminder that in accordance with the month end schedule posted on the Financial Services website, the fiscal period of February 2013 is scheduled to close on Thursday, March 7, 2013.
As a result of a recommendation made by the Tri-Council agencies (NSERC, SSHRC and CIHR), a Release Time Stipend (RTS) Confirmation Form has been developed to ensure expenses charged to SSHRC RTS grants meet SSHRC requirements and documented approvals are obtained from Principal Investigators or an authorized delegate.
When an internal decision has been made to reallocate revenue from one unit within Queen’s to another unit within Queen’s, and that source of funding cannot be tied back to an external source, it is appropriate to use Account 480001 – Revenue University Funds.
Research reports are currently unavailable.
The fiscal period of January 2013 was closed on Thursday, February 7, 2013 as per the month-end schedule posted on the Financial Services website.
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A new date has been added to the training schedule for Research Accounting - Interpreting Your Statement of Operations. For a complete listing of all training offered by Financial Services, visit the Support/Training tab.
Most research granting agencies require the University to prepare financial reports, invoices or claims for the period ending March 31, 2013.
This is a reminder that in accordance with the month end schedule posted on the Financial Services website, the fiscal period of January 2013 is scheduled to close on Thursday, February 7, 2013.
An issue has been identified regarding the dollar amount of payments made to a number of Graduate Research Assistants for the period ending January 31, 2013.
An issue has been identified regarding the dollar amount of payments made to a number of Graduate Research Assistants for the period ending January 31, 2013.
fter a significant amount of consultation with the Tri-Council agencies (NSERC, SSHRC and CIHR), Queen’s University received a revised ruling from the Tri-agencies on December 21, 2012 regarding gratuities.
When submitting a travel claim for reimbursement against a research project, it is important to ensure the affiliation of the claimant to the Principal Investigator is indicated.
The fiscal period of December 2012 was closed on Tuesday, January 8, 2013 as per the month-end schedule posted on the Financial Services website.
This is a reminder that in accordance with the month end schedule posted on the Financial Services website, the fiscal period of December 2012 is scheduled to close on Tuesday, January 8, 2013.
Increased audit requirements have led to the additional review of research expense claims prior to processing.
The Winter 2013 Course Calendar is now available. To register for workshops, visit http://www.queensu.ca/financialservices/support/financetraining.html
The fiscal period of November 2012 was closed on Friday, December 7, 2012 as per the month-end schedule posted on the Financial Services website.
To assist claimants with filling out a Travel Expense Claim form and to help make sure the claim is not delayed or returned, Financial Services has added new information to the website.
Due to increased audit requirements, there is a need to ensure research expenditure claims are supported by detailed justifications, explaining the nature of the research expense and why it is required for the related research project being charged.
he fiscal period of October 2012 was closed on Wednesday, November 7, 2012 as per the month-end schedule posted on the Financial Services website.
This is a reminder that in accordance with the month end schedule posted on the Financial Services website, the fiscal period of October 2012 is scheduled to close on Wednesday, November 7, 2012.
All projects funded by one of the Tri-Council agencies (NSERC, SSHRC or CIHR) will have an official end date.
Research Accounting is hosting another training session titled “Interpreting your Statement of Operations”.
Research Accounting is pleased to offer a new training module to the Queen’s research community called “Research Accounting 101”.
The fiscal period of September 2012 was closed on Friday, October 5, 2012 as per the month-end schedule posted on the Financial Services website.
This is a reminder that, in accordance with the month end schedule posted on the Financial Services website, the fiscal period of September 2012 is scheduled to close on Friday, October 5th, 2012.
Research Accounting is hosting another session on “Interpreting your Statement of Operations” on Wednesday September 26th, 2012.
The fiscal period of August 2012 was closed on Monday, September 10, 2012 as per the month-end schedule posted on the Financial Services website.
This is a reminder that, in accordance with the month end schedule posted on the Financial Services website, the fiscal period of August 2012 is scheduled to close on Monday, September 10th, 2012.
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As of June 30th, you can now choose from a list of email contacts that will connect you with someone who can best answer your inquiry. Alternatively you can call the Financial Services Main Office at 613-533-2050 and we will be pleased to assist you.
While professional association or scientific society membership fees are deemed eligible by the Tri-Council agencies (NSERC, SSHRC and CIHR) if they are necessary for carrying out the research project, membership fees which are not directly related to a research project may not be deemed an eligible expense.
The fiscal period of July 2012 was closed on Wednesday, August 8th, 2012 as per the month-end schedule posted on the Financial Services website.
Please note that Financial Services will be closed Friday August 17th, 2012 for our Department Retreat.
This is a reminder that, in accordance with the month end schedule posted on the Financial Services website, the fiscal period of July 2012 is scheduled to close on Wednesday, August 8th.
Further to the notice issued on July 10th, the issue with Student Financial Journals has now been resolved.
When making a purchase on your Tri-Council grant using a Procurement Card, researchers or their official signing delegates must ensure their approval accompanies the monthly activity statement where the related charge is reflected.
Research reports (Statement of Ops – Research) are now available for the month of June.
Due to system performance issues as a result of increased student registration activity, the posting of June research reports will be delayed. An update will be provided when the reports are available.
The fiscal period of June 2012 was closed on Monday, July 9, 2012 as per the month-end schedule posted on the Financial Services website.
This is a reminder that, in accordance with the month end schedule posted on the Financial Services website, the fiscal period of June 2012 is scheduled to close on Monday, July 9.
Financial Services provides support to the Queen’s Community in a more direct fashion.
The fiscal period of May 2012 was closed on Thursday, June 7, 2012 as per the month-end schedule posted on the Financial Services website.
In order to help keep your finances in order when travelling for research purposes, Research Accounting is providing some tips which may be helpful to you.
To address the concerns raised by Principal Investigators regarding the difficulty in obtaining receipts in some countries / regions of the world, a form has been developed that allows an exception to the policy and the use of per diems.
A Research Accounting training session has been added, and is scheduled to take place May 31/12.
The year-end close process has now been completed and carry forwards have been rolled into the 2013 fiscal year.
In order to ensure transactions posted to Tri-Council projects are accurately reflected in the General Ledger, please ensure that revenue accounts are never used when processing journal entries to these projects (accounts beginning with 4xxxxx).
A New Statement of Operations report is now available.
The fiscal period of April 2012 was closed on Monday, May 7, 2012 as per the month-end schedule posted on the Financial Services website.
This is a reminder that, in accordance with the month end schedule posted on the Financial Services website, the fiscal period of April 2012 is scheduled to close on Monday, May 7th.
In response to the issue identified regarding March Payroll expense accounts being overridden due to certain PeopleSoft HR business rules, Finance has posted a manual correcting journal entry (JOURNAL # 0000094548).
Effective May 1, 2012, and for transactions posted to Fiscal 2013, there will be changes to the Chart of Accounts.
An issue has been identified with the accounts in which some March payroll expenses are being reported.
An issue has been identified with some March payroll expenses.
Financial Services will be holding a training session to assist you in reading and understanding the contents of the Statement of Operations - Research reports, as well as some general financial information.
Beginning in March, a number of changes will appear in the Research Statement of Operations.
When charging the costs of travel to attend a research conference to a grant funded by one of the Tri-Council agencies (NSERC, SSHRC and CIHR), you must ensure you attach a copy of the conference itinerary to the travel claim.
For your information, the March statements will contain additional payroll journal entries that may cause confusion.
The fiscal period of March 2012 was closed on Tuesday, April 10, 2012 as per the month-end schedule posted on the Financial Services website.
Xerox and DCB copier usage charges for both February and March 2012 have been loaded into March 2012.
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We would like to update you that all pay groups’ Pay to GL/Accounting information has been generated for the most recent payrolls.
This is a reminder that, in accordance with the month end schedule posted on the Financial Services website, the fiscal period of March 2012 is scheduled to close on Tuesday, April 10th.
We would like to inform you that for Academic and Casual pay groups, as of noon March 30, 2012, the Pay to GL/Accounting Data has not yet been generated for the most recent payrolls.
Research Accounting is hosting another session on “Interpreting your Statement of Operations” on Tuesday March 27th, 2012.
In 2011 the Ontario government established new directives for open, fair and transparent financial practices at all Broader Public Sector (BPS) organizations, including Queen’s. All BPS organizations must comply.
The Tri-Council agencies (NSERC, SSHRC and CIHR) do not consider the cost of gifts to be eligible expenses.
The fiscal period of February 2012 was closed on Wednesday, March 7, 2012 as per the month-end schedule posted on the Financial Services website.
This is a reminder that, in accordance with the month end schedule posted on the Financial Services website, the fiscal period of February 2012 is scheduled to close on Wednesday, March 7th.
As we approach research year-end, this is a reminder that if you have a research project which is ending on March 31st, 2012, please ensure you complete all final spending by this date.
Financial Services and Strategic Procurement have published the Fiscal 2012 Research & University Year-end timelines.
With the new Peoplesoft HR system now live, Financial Services would like to make you aware of a couple of changes to the data on your statement of operations.
Financial Services has released guidelines to assist individuals in accurately completing Form T2200.
The fiscal period of January 2012 was closed on Tuesday, February 7, 2012 as per the month-end schedule posted on the Financial Services website.
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When submitting expense reimbursement claims for purchases made using your personal credit card, please ensure the original receipt along with the credit card confirmation slip is attached to your claim.
This is a reminder that, in accordance with the month end schedule posted on the Financial Services website, the fiscal period of January 2012 is scheduled to close on Tuesday, February 7th.
Financial Services is offering a PeopleSoft GL Statement of Operations Workshop on Fri – Jan 20th with seating still available.
The Tri-Council (NSERC, SSHRC and CIHR) will allow the purchase of specialized software if required for a research project and is not normally provided by the institution.
In a continued effort to provide ongoing support to the University community, the Financial Services website has been updated to include a Trusts and Endowments section.
The fiscal period of December 2011 was closed on Friday January 6, 2012, as per the month-end schedule posted on the Financial Services website.
Among many other courses, Financial Services will be offering the following training: Research Accounting - Interpreting Your Statement of Operations.
This is a reminder that, in accordance with the month end schedule posted on the Financial Services website, the fiscal period of December 2011 is scheduled to close on Friday January 6.
Financial Services is now accepting registrations for all training modules and workshops currently being offered during the January to May 2012 calendar period.
In an effort to ensure research deposits are processed in an efficient and timely manner, this is a general reminder regarding details which should accompany every deposit forwarded to Research Accounting.
The fiscal period of November 2011 was closed on Wednesday December 7, 2011, as per the month-end schedule posted on the Financial Services website.
Financial Services offers PeopleSoft GL Statement of Operations Workshop on Fri – Dec 9th with seating still available.
In keeping with continued objectives to streamline process and promote financial stewardship of University resources, the opportunity to recapitalize endowment fund income will now only be offered once a year, in April.
This is a reminder that, in accordance with the month end schedule posted on the Financial Services website, the fiscal period of November 2011 is scheduled to close on Wednesday December 7.
When using account 480001 to record a journal entry, the account 480001 must be used on both sides of the journal entry.
In a continued effort to provide helpful information to the research community, Research Accounting (Office of the Controller) will be providing some additional training sessions to assist users of the Statement of Operations (Research) reports, with help interpreting their monthly reports.
The university regrets that a file transmission error and today’s banking holiday has caused a delay in bi-weekly and casual pays scheduled for deposit to employees’ bank accounts.
Financial Services staff have manually produced cheques for all employees affected by the delay in processing bi-weekly and casual payroll.
The fiscal period of October 2011 was closed on Monday November 7, 2011, as per the month-end schedule posted on the Financial Services website.
This message is a reminder that all equity accounts, i.e. any general ledger accounts that begin with a “3”, are centrally controlled, and only Financial Services staff are permitted to post transactions to these accounts.
The Tri-Council (NSERC, SSHRC and CIHR) allow certain child care related expenses to be charged to a grantee’s award.
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In an effort to ensure compliance with research funding agency guidelines and university policy, this communication is to advise you of the existing policy for paying travel agents directly using a research grant.
The fiscal period of September 2011 was closed on Friday October 7, 2011, as per the month-end schedule posted on the Financial Services website.
In order to ensure claims for research expenditures are processed in a timely manner, please ensure the relevant chartfield values are included on the cheque requisition, travel expense claim form or journal entry.
This is a reminder that, in accordance with the month end schedule posted on the Financial Services website, the fiscal period of September 2011 is scheduled to close on Friday October 7.
Financial Services has been working with the vendors who provide courier services for the University to achieve a consistent process for the reporting of courier charges and the non-refundable portion of the related taxes.
Financial Services has published new guidelines on how to self assess Harmonized Sales Tax (HST) on purchases made at Queen’s University.
Please find attached an updated version of the Tri-Council Agencies’ Research Expense Guide, for your reference.
August Statements of Operations – Research reports will be available in PDF Wednesday, August 14th, and Microsoft Excel on Thursday, August 15th. We apologize for the delay.
We are currently experiencing technical difficulty in posting all of the August Research Statements of Operations.
The fiscal period of August 2011 was closed on Thursday September 8, 2011, as per the month-end schedule posted on the Financial Services website. Research reports are scheduled to be available on the portal in PDF format on Monday, September 12 and in Excel format on Tuesday, August 13.
In the past, each of the three Tri-Council agencies (NSERC, SSHRC, and CIHR) followed different practices with regard to the level of stipends which could be paid to students and postdoctoral fellows.
Financial Services is pleased to announce the addition of the PeopleSoft Query Viewer training module to its list of workshops currently being offered this fall.
Please note the July 2011 month end closure will proceed on schedule today with the exception of all July P-Card transactions.
Please note that Financial Services will be closed Friday August 26th, 2011 for our Department Retreat.
All research expenditures must be approved by the Principal Investigator responsible for the research project or their signing delegate.
On July 15th Financial Services issued a news story to report issues with loading July Student Financial activity into the Peoplesoft Finance system. This issue has now been resolved and transactions for July 2011 are up to date in the Peoplesoft Finance system.
Financial Services offers PeopleSoft Journal Entry Workshop on Thursday, July 28, 2011.
We are currently experiencing issues loading July activity from the Peoplesoft student system into the Peoplesoft Finance system.
The fiscal period of June 2011 was closed on Tuesday July 12.
Due to the technical issues currently being experienced with Peoplesoft Finance the June month end will not close today, as originally planned.
When an internal decision has been made to reallocate revenue from one unit within Queen’s to another unit within Queen’s, and that source of funding cannot be tied back to an external source, it is appropriate to use Account 480001 – Revenue University Funds.
With the Canada Post lock-out, payment delays to vendors and/or individuals in Canada who are not paid by electronic funds transfer (EFT) are inevitable. Overseas and US mail is NOT affected by the Canada Post lockout.
Effective immediately, all research related compensation expenditures must be received by Research Accounting (Financial Services) no later than two business days prior to the Compensation Unit deadline.
Please note the May 2011 month end close has been extended to end of day Friday June 10, 2011.
The Tri-council (NSERC, SSHRC, and CIHR) is conducting a Monitoring visit and will be on campus from May 30 – June 2, 2011 interviewing relevant faculty and staff, and reviewing selected project transactions.
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Financial Services processes wire transfer payments every Wednesday.
In order to assist with the bank reconciliation process, the Office of the Controller would like to take the opportunity to provide you with an update.
Financial Services now offering a total of 4 training modules during April through June.
To align with funding agency reporting requirements, overhead charges and distribution transactions for the months of March and April 2011 will be posted to the months the related expenses were incurred.
In order to provide Principal Investigators and their delegates with a preliminary project balance prior to the upcoming research year-end deadline of March 31, 2011, Research Accounting will be posting interim research reports to the Queen’s portal by March 15, 2011.
Since HST has been implemented on July 1, 2010, there have still been some instances when departments have applied the GST rebate to purchases instead of the new HST rebate. The old GST rebate on purchases was 67% and the new HST rebate on purchases is 73.77%. The net difference between the two rebates is 6.77%.
This communication is to inform you of a change in University practice for foreign currency transactions. This change is being made to improve the accuracy of the amounts being charged or credited to departments.
Revised information has been recently posted to the Financial Services website.
Financial Services offers Finance 101 training for first time administrators March 14, 2011.
Financial Services will offer 3 Regular Journal Entry module training dates in March 2011.
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There have been some recent changes to the HST policy/procedure in relation to HST collected and paid.
In preparation for Queen’s fiscal 2010/11 year-end process, Purchase Requisition entries related to research projects will be cut-off for all Requestors between April 27th – May 12th
The Tri-Council Research Expense Eligibility & Documentation Guide is now available on the Financial Services website.
In January 2011, additional Purolator charges will be put through related to tracking numbers already processed for invoices billed between September and mid December.
Effective immediately, please forward all research deposits to the appropriate Research Accounting contact for review.
Finance will offer 2 training modules in January.
Courier charges have always been a challenging process to code correctly, and efforts continue within Financial Services and Strategic Procurement Services to streamline the process and educate users on how best to enter and/or process courier charges.
Over the last few months the Office of the Controller, Financial Services has completed an organizational design review.
On July 1, 2010, the tax system in Ontario is changing. On this date Harmonized Sales Tax (HST) will be in effect and GST and PST will cease to exist.