What type of documentation or backup do I need for Conferences/Events and Seminars?
Correspondence with sponsors, such as emails or letters of 鈥渋ntent鈥�, indicating the amount of sponsorship
Do we charge taxes on registration or on any other fee related to Conferences/Events and Seminars?
Yes, please consult our Financial Services Knowledge Base at or contact us directly at infotax.acct [at] mcgill.ca (Info Tax mailbox)
For all other GST/QST/HST tax related questions please consult on our website or contact us directly at infotax.acct [at] mcgill.ca (Info Tax mailbox)
If the fund goes into a deficit position, does that mean an automatic transfer to the surplus/deficit fund will be done?
Over expenditures are not allowed, however, should a deficit occur, Financial Services would contact the FST/FFO for a resolution. It is the responsibility of the Fund Financial Manager to provide a resolution of the situation prior to the close of each fiscal year.
Who can be a Fund Financial Manager (FFM)?
Anyone in an academic, researcher or administrative staff responsible and accountable for a 91黑料网 fund or grant. For further information, please refer to Fund Financial Manager Policy
Who can be the Requestor?
Anyone with a valid 91黑料网 employee email (@mcgill.ca).
Who can be the Person Responsible?
The Dean, Chair or Director
When does a new fund request (NFR) require the approval memo from the Committee on Enrolment and Student Affairs (CESA)?
CESA approves on behalf of Senate all new student awards as well as changes to existing awards. The awards overseen by CESA are primarily focused on academic merit and include: scholarships, fellowships, financial-need bursaries, prizes, athletic awards, and medals. However, activity awards, granted primarily to recognize community activity, may also require CESA approval. These awards are not considered official 91黑料网 awards until CESA approval is secured. Approval memos are distributed to Faculties/Units by the Secretary of CESA.
As a rule, if CESA approval is required, it will be clearly stated in the donor鈥檚 MOA. Normally, the wording in the MOA will be found under the section entitled Approval and Promotion and in most cases will state: 鈥�Terms substantially similar to those set forth herein are to be approved by the University Committee on Enrolment and Student Affairs and will be advertised as follows鈥� 鈥� meaning CESA approval is obtained after the signature of the MOA. In some cases, CESA approval is obtained before the MOA is signed, and the wording will in these cases read: 鈥淭erms substantially similar to those set forth herein were approved on [Date of Approval] by the University Committee on Enrolment and Student Affairs and will be advertised as follows鈥�.
If the student award was created due to a bequest, the CESA memo, along with a copy of the corresponding extract from the Last Will and Testament (provided by the Office of Planned Gifts and Bequests), are the primary documents confirming the donor鈥檚 intent.
If you have any questions about MOAs and CESA approval memos, please contact compliancehelp.ua [at] mcgill.ca.
What type of Student Awards do not require an approval memo from the Committee on Enrolment and Student Affairs (CESA) with the new fund request (NFR)?
Currently, student internships, research bursaries (Faculty of Medicine), SURAs (Science Undergraduate Research Awards), SURE Awards (Summer Undergraduate Research in Engineering awards), travel awards, exchange awards, and some activity awards are considered miscellaneous awards, and do not require CESA approval. Postdoctoral fellows are not enrolled as students, so awards for their benefit are also not approved by CESA.
There are two faculties contributing to a professor鈥檚 fund? Can we open two funds?
No, if the purpose is the same, only one fund must be opened.
Can the 鈥渁cting鈥� Dean or Chair sign as the person responsible?
Yes.
We have a signed Memorandum of Agreement (MOA) but we have not received the funds. Can a new fund be opened?
No, the funds are required before we open a new fund.
Is it the responsibility of the unit to advise the Fund opening team if a new fund is not eligible for delegation for past-payroll adjustments?
Yes, it is the responsibility of the Faculty/department/unit to indicate if the fund is not eligible for delegation on past-payroll adjustments within the New Fund Request form. Note that if an active fund is no longer eligible for delegation (for example due to a change in FFM) the Faculty/department/unit must advise the Financial Administrator.
What is the minimum deposit to open a fund?
In order to open a fund, a minimum deposit of $10,000 is required.
What is the minimum amount to keep a fund open/active?
In order to keep a fund open a minimum balance of $2,500 is required.
How long does it take to open a fund?
We strive for a turnaround time of 5 to 10 business days from the receipt of the completed request. Turnaround time may increase during peak periods (e.g. year-end)
Once I submit the NFR how will I know that everyone has approved it?
Once the approval cycle is complete, the requestor will receive an advisory email that the form and all attachments have been forwarded to Financial Services for final approval and processing.
How long can the NFR wait for approval? Does it expire?
Each approver has 30 days from the time of receipt to complete/approve the NFR. Email reminders for pending NFR approvals will be sent out every Monday at 2am. If an approval is not submitted within 30 days the form will be removed from the system. A PDF copy of the partially completed/approved form is retained.
What is the workflow in Power Automate?
New Fund Request Approval Workflow:
- Requestor completes and submits the NFR
- Power Automate sends the NFR to the requestor to review and approve
- Requester approves the NFR
- Power Automate sends the form to the FFM
- FFM reviews and approves the NFR
- Power Automate sends the form to the FFO
- FFO reviews and approves the NFR
- Power Automate sends the form to the Dean/Chair
- Dean/Chair reviews and approves the NFR
- Power Automate sends the form to FundOpening to validate the request, and copies the Requester
- FundOpening validates the request and, if the request complies with all requirements, approves the fund to be opened
- The fund is opened in Banner
- Power Automate generates a fund opening memo and sends it to the Requester, the FFM and the Dean/Chair/Director.
My fund is opened however the wrong FST has been assigned? What do I do?
Once the fund is opened in Banner, an email notification will be sent out to the Requestor, FFM and Dean/Chair/Director. If FST code associated to this new fund should be changed, FFOs are responsible to update the FST Admin menu in Minerva, please see the following more information: FST_Jurisdiction.pdf)