Ollscoil na hÉireann, Gaillimh
FINANCIAL POLICY & PROCEDURES MANUAL
CONTRACT RESEARCH
Version:
V5_______
Approved by:
V6
OT Aug 12
FRC
Replaces:
Date:
Aug 12 ______
1. STATEMENT OF POLICY
1.1. The University seeks to encourage contract research activity as an integral
part of the University’s Strategic Plan.
1.2. The University seeks to ensure that its financial practices and procedures in
relation to Contract Research are objective, transparent and represent
current best practice in relation to these matters. The majority of contracts
will contain the relevant regulations and procedures governing allowable
costs, justifications of same, payments, disbursements, audits etc., and will
detail the manner in which financial reports/cost statements should be
prepared and submitted to the funder.
1.3. The University also recognises and in general adopts the EU Frame Work
model contract regulations and procedures as representative of best practice
in respect for contract research that are not governed by a written contract.
1.4. All financial records pertaining to University research activity must be
maintained in a properly designated account (computer record) under the
administrative control of the Bursar.
1.5. All contract research should include the University’s overhead costs at the
rate allowable by the funder; where this is not explicitly specified in the
contract, a minimum rate of 10% on the total direct funds will apply.
1.6. All research proposals with a budget over €50,000 must be formally
approved by the Research Accountant.
1.7. The University’s policies including the University’s current Intellectual
Property apply to research activity.
2. AUTHORITY AND RESPONSIBILITY
2.1. The University Authority has overall responsibility for financial
management of contract research projects. In general these functions are
delegated through a decentralised structure with limited authority being
vested in relevant University officers as follows: -
a.) The University staff member assigned Budget Holder status for the
contract in the financial system has overall responsibility and authority
for the management of the project budget subject to University &
Funder policies and procedures.
b.) The Legal Services and Contracts Manager , under the general
direction of Rúnaí na hOllscoile is responsible with the Budget Holder
for ensuring that the general terms and conditions of all 'Research'
project contracts, are in agreement with University Research policies.
The Budget Holder and the Legal Services and Contracts Manager
shall sign all relevant 'Research' project contracts, on behalf of the
University.
c.) The Research Accountant under the general direction of the Bursar, is
responsible for preparing and approving the financial reports of all
'Research' project contracts and ensuring that they are in agreement
with University Financial Policies and Procedures. The Principal
Investigator/Budget Holder and Research Accountant shall authorise
and sign all financial ‘Research' accounting reports on behalf of
University.
d.) The Director of Human Resources under the general direction of the
Executive Director of Operation is responsible for ensuring that all
'Research' employment contracts are in accordance with University
policies.
3. PROCEDURES
3.1. Prior to submission to funding agencies the Principal Investigator/Budget
Holder must submit the completed Proposal Submission Form with
approved budget to the Research Office.
3.2. The Principal Investigator/Budget Holder engaged in contract research
submissions/applications must ensure that the correct VAT status is
ascertained and applied to project costs and subsequent administration.
3.3. The Principal Investigator/Budget Holder must obtain approval for all
budget proposals valued €50,000 or greater from the Research Accountant.
The Research Accountant will advise, as required on other budget cost.
3.4. All Research Contract must be authorised and signed on behalf of the
University by the Director of Technology Transfer or nominee.
3.5. The Research Accountant will release budgets on the University Financial
System recording the detailed budget agreed in the contract.
3.6. The Proposal Submission Form, budget approval (over €50,000) and the
Research Contract must be fully completed and signed the prior to the
opening of a research/project account on the University Financial System.
3.7. The Principal Investigator/Budget Holder is responsible for regularly
reviewing and ensure the research/project account is accurate.
3.8. Project labour cost, charged to a Research Project must have formal
employment contracts or have a scholarship tax exemption. Employment
contracts may only be issued by the Human Resources Office following
confirmation of availability of Budget from the Research Accountant (via
Post Proposal Form).
3.9. Time sheets which record all hours charged to the project budget must be
completed by each employee or student, and countersigned by the Budget
Holder. The sample time sheet form should be used unless the funder
specifies a different layout. Completed time sheets must be made available
to the Research Accountant on request.
3.10. All claims in respect of travel, subsistence and such costs must be
submitted by the claimant on the University claim system.
3.11. The Principal Investigator/Budget Holder must ensure that all pay and
non pay expenditure documentation record the necessity of the cost, VAT
code and its relationship to the project, unless this information is clearly
recorded on the source documents.
3.12. The Principal Investigator/Budget Holder must ensure that all
Subcontract activity has funder approval and that formal contracts are
authorised and signed by the Legal Services and Contracts Manager ,
prior to the commencement of the work. Copies of such contracts must be
made available to the Research Accountant on request.
3.13. The Principal Investigator/Budget Holder must ensure, in accordance
with EU Framework guidelines that only those costs incurred within the
contract period’s official start and end dates, may be claimed, unless
specifically approved by the funder.
3.14. The Principal Investigator/Budget Holder must ensure that an appropriate
project file must be maintained by the Budget Holder to include the
Research Contract, Timesheets and other documentation as stipulated by
the funder.
3.15. The Research Accountant will provide monthly budget versus actual
reports and income to the Principal Investigator/Budget Holder and their
Administrative nominee. Summary Reports will be presented to the
Finance Resource Committee, on a regular basis.
3.16. The Research Accountant must ensure that cost statements/financial
reports are be reconciled to the University Financial System prior to
submission to the funder.
3.17. The Research Accountant shall, unless the research contract specifies
otherwise present cost Statements/financial report to the Funder.
3.18. Where specific "in house" costs e.g. a cylinder of gas, are to be charged
to a funder’s project, formal documents must be issued by the vending
department/project to the purchasing project and forwarded to the Research
Accountant, for processing where these costs are deemed allowable by the
funder.
3.19. Six months after the completion of the project, where the final funds have
been received a final account will be presented by the Research Accountant
to the /Budget Holder detailing the closing procedures of the contract.
3.20. The Research Accountant shall review all accounts in the Research
Ledger on bi-annual basis to ensure that debit balances are recoverable and
that credit balances are adequately controlled.
3.21. The Vice President of Research will review the bi-annual report and
advise on follow up actions.
3.22. The Research Accountant shall present a bi-annual report to the Registrar,
Bursar and Vice President of Research and completed projects with large
credit balances.
Stiúrthóir Cuntasaíochta Airgeadais
Aug 2012