Research Account at the University of Ottawa (FOAP)
What is FOAP and How to Open One
A FOAP is a trust account identified by a unique number assigned by Financial Services for each research project. All research project expenses are charged to expense accounts within the cost centre.
Expense Accounts uniquely identify each type of transaction taking place within a Cost Centre. Individual expense account numbers exist for such items as salaries, equipment, materials, supplies, and travel, etc.
How to open one
A separate cost centre is opened by Financial Services and expense accounts are activated in accordance with the budget specifications. The opening of the cost centre is authorized by the Research Management Services following acceptance of the granting agency. Once the cost centre has been assigned, an electronic notification/confirmation is provided to the Principal Investigator and the Faculty/Departmental administrator.
Charging Expenses to the FOAP
Eligibility of Expenses:
Research funds are provided based on the applicant's estimate of the research expenditures. Funds must be used only for expenditures directly related to the research activities of the grantee and not be used for space renovation or construction, for the purchase of laboratory furniture or other permanent equipment normally supplied by the University unless the approved budget specifically includes these costs.
Salaries
When hiring research assistants, the Principal Investigator must fill out the appropriate form in accordance with the Faculty's established procedure. The form is then sent to Human Resource Services who will provide salaries and social benefits to the cost centre for a period not exceeding 12 months, or until the cost centre's financial end date, whichever comes first.
Please contact your faculty for more information on hiring procedures.
You must make sure that you have sufficient funds to cover the salary and social benefits of an employee before hiring. Refer to section 4 "Human Resources Management" for more details.
Travel Expenses
When planning a research trip, the Associate Dean (Research) must be advised at least 20 days before the scheduled departure (paragraph 28.4.6.4 of the Collective Agreement). A written authorization from the Dean or Associate Dean (Research) is required in accordance with the Faculty's requirements.
In particular cases, travel advances will be available. A Request for Travel Advance, "A-" form (available at your department and faculty) must be completed at least 15 days before departure.
Within 10 days of returning, a Request for Reimbursement of Travel Expenses, "R-" form (available at your department and faculty) must be completed and given to the appropriate administration officer. All original receipts must be submitted.
Advances on travel expenses will not be made unless previous advances for travel expenses have been justified by completing the reimbursement for travel expenses form.
For more details, please consult the Policy No.21 in the Manual of Policies and Procedures of the University of Ottawa.
References to Materials and Management Procedures
Materials Management is responsible for supplying the University with the materials it requires and is the only Service with a mandate authorized by the University to qualify suppliers. Consultation with the Materials Management staff prior to proceeding with an acquisition is recommended so that it is ensured that the chosen supplier is pre-qualified as per Materials Management Service purchasing standards. Also, Materials Management Service is the only Service entitled to negotiate purchase contracts on behalf of the University and to bind the University.
For more information on purchasing policies and procedures, please consult Materials Management's web-site.
Other Expenses
The University has two purchasing systems: the decentralized system including 350 decentralized agents, and the centralized system. The organization and operation of both systems is the responsibility of the Director of Materials Management Services.
Through the decentralized system the Director of Materials Management Services delegates a part of his or her purchasing authority to appointed agents from Services or Faculties for purchases under $5,000.00. The centralized purchasing system provides for purchases in excess of $5,000.00 and for products and services which are not considered decentralized, and are restricted to Materials Management Services staff only.
Small purchases
Small purchases are made through the decentralized system and range from $0 to $5,000. Certain faculties and services may require approval from the Administrative Officer but the only approval generally needed is that of the decentralized buyer. One should consult the Department or Faculty to inquire about the proper procedure to follow.
Large purchases
Large purchases, also known as centralized purchases, start at $5,000 and require the approval of the Materials Management Services' personnel. Certain faculties and services may also require an approval from the Dean or Director for centralized purchases.
For purchases over $125,000, the Director will need to solicit the confirmation of such a decision from the Administrative Committee (rule 36 of the Manual of Policies and Procedures of the University of Ottawa).
Please contact Material Management Services / Research Sector http://www.financialresources.uottawa.ca/roles-resp/mms/mms.php for help with your research related purchases.
