{"id":70,"date":"2015-04-01T16:24:22","date_gmt":"2015-04-01T16:24:22","guid":{"rendered":"https:\/\/www-chris.dawsoncollege.qc.ca\/research\/?page_id=70"},"modified":"2021-08-04T17:41:13","modified_gmt":"2021-08-04T21:41:13","slug":"financial-guidelines","status":"publish","type":"page","link":"https:\/\/www-chris.dawsoncollege.qc.ca\/research\/resources\/financial-guidelines\/","title":{"rendered":"Financial Guidelines"},"content":{"rendered":"<p>Dawson College\u00a0has a number of policies and practices in place to ensure grant funds are spent and appropriately accounted for.\u00a0For the complete\u00a0guide to managing your funds, including hiring personnel, expense reimbursement and purchasing equipment, please consult the complete <a href=\"https:\/\/www-chris.dawsoncollege.qc.ca\/wp-content\/external-includes\/spdocs\/documents\/financial-guidelinesoad.pdf\">Financial guidelines<\/a>\u00a0document. For answers to specific questions, please consult the list below:<\/p>\n<h2>Purchasing equipment, office supplies, and\/or services from companies<\/h2>\n\n        <style>\n\n        <\/style>\n\n\t\t<div class=\"faq-content\"><div class=\"dc_faq\" id=\"i-want-to-buy-equipment-supplies-costing-less-than-100\"><div class=\"dc_faq-title\"><button>I want to buy equipment\/supplies costing less than $100<\/button><\/div><div class=\"dc_faq-body\">\n<p>You can purchase any supplies and equipment that cost less than $100 yourself (except computers, tablets, external hard drives etc.) and submit a Petty Cash voucher (available <a href=\"https:\/\/www-chris.dawsoncollege.qc.ca\/online-forms\">here<\/a>). The voucher\u00a0will need to be submitted to and approved by the appropriate signing authority delegate(s) in the OAD.<\/p>\n<\/div><\/div><\/div><div class=\"faq-content\"><div class=\"dc_faq\" id=\"i-want-to-buy-non-computer-equipment-supplies-costing-more-than-100-but-under-500\"><div class=\"dc_faq-title\"><button>I want to buy non-computer equipment\/supplies costing more than $100 but under $500<\/button><\/div><div class=\"dc_faq-body\">\n<p>Supplies or equipment (other than computers) that cost between $100 and $500 per item (e.g. printer toner, chemicals, lab supplies, tools, some software etc.) must be purchased through the Clara Purchasing \u00a0system. The Research Office will be happy to submit a Purchase Requisition on your behalf. If you would rather do it yourself, follow these steps:<\/p>\n<ol>\n<li>To access Purchase Requisitions, login to My Dawson, click on \u201cMy Finances Services\u201d on the left, then click \u201cForms\u201d, and then click \u201cRequisition\u201d.<\/li>\n<li>Requests must be accompanied by a quote. All quotes must include delivery, installation and all items to be purchased from that company. No extraneous items can be on the quote.<\/li>\n<li>The Requisition must be approved online by the appropriate signing authority or delegate.<\/li>\n<li>The time from submission of a purchase request to receipt of equipment is from 1-4 weeks, on average.<\/li>\n<\/ol>\n<\/div><\/div><\/div><div class=\"faq-content\"><div class=\"dc_faq\" id=\"i-want-to-buy-computers-software-furnishings-or-equipment-costing-over-500\"><div class=\"dc_faq-title\"><button>I want to buy computer(s), software, furnishings, or equipment costing over $500<\/button><\/div><div class=\"dc_faq-body\">\n<p>Computers and computer equipment are considered essential equipment. All computer related equipment must be purchased, inventoried, and disposed of using established College policy. <strong>Computers and computer equipment may not be bought by individuals using personal funds or College credit cards. <\/strong>Please see the <a href=\"https:\/\/www-chris.dawsoncollege.qc.ca\/public\/our_communities\/capital_process.pdf\">Annual Capital Acquisitions Process<\/a> for more details.<strong>\u00a0<\/strong><\/p>\n<ol>\n<li>Requests for purchasing computers and related equipment (e.g. printers, tablets, external hard drives, some types of software etc.) or any material goods over $500 (or over $1000 for a quantity of the same item of an individual value of at least $200) must be entered in the Capital Requests System and purchased by the College.<\/li>\n<li>The request will be evaluated by the Capital Budget Committee (CBC) and approved by the appropriate signing authority(s). For the CBC schedule, contact Janet Pakulis (<a  href=\"mailto:&#106;&#x70;&#x61;k&#117;&#x6c;i&#115;&#x40;d&#97;&#x77;s&#111;&#x6e;&#x63;&#111;&#x6c;&#x6c;e&#103;&#x65;&#46;&#113;&#x63;&#46;&#99;&#x61;\" data-wg-notranslate>&#106;p&#x61;k&#x75;l&#x69;s&#x40;d&#x61;w&#x73;&#111;&#x6e;&#99;&#x6f;&#108;&#x6c;&#101;&#x67;&#101;&#x2e;&#113;&#x63;&#46;c&#x61;<\/a>).<\/li>\n<li>The equipment will be ordered by the purchasing department.<\/li>\n<li>The Information Systems and Technology (IST) office will receive the equipment, inventory it and notify the project leader when it\u2019s ready to pick up.<\/li>\n<li>The time from submission of a capital request to receipt of equipment is 2 to 6 weeks, on average; however, over the summer and if there is a high volume of requests, it may take up to 3 months before equipment is delivered.<\/li>\n<\/ol>\n<\/div><\/div><\/div><div class=\"faq-content\"><div class=\"dc_faq\" id=\"i-want-to-hire-a-company-to-perform-a-service\"><div class=\"dc_faq-title\"><button>I want to hire a company to perform a service<\/button><\/div><div class=\"dc_faq-body\">\n<p>All services rendered provided by a registered business must be processed through the Clara Purchasing System.<\/p>\n<ol>\n<li>To access Purchase Requisitions, login to My Dawson, click on \u201cMy Finances Services\u201d on the left, the \u201cForms\u201d, and then \u201cRequisition\u201d.<\/li>\n<li>Requests must be accompanied by a quote. All quotes must include delivery, installation and all items to be purchased from that company. The quote should include the company&#8217;s NEQ and tax numbers. No extraneous items can be on the quote.<\/li>\n<li>The Requisition must be approved online by the appropriate signing authority or delegate.<\/li>\n<li>The time from submission of a purchase request to receipt of equipment is from 1-4 weeks, on average.<\/div><\/div><\/div><\/li>\n<\/ol>\n<h2>Travel reimbursements<\/h2>\n<div class=\"faq-content\"><div class=\"dc_faq\" id=\"i-want-an-advance-for-a-trip-im-taking-in-the-future\"><div class=\"dc_faq-title\"><button>I want an advance for a trip I'm taking in the future<\/button><\/div><div class=\"dc_faq-body\">\n<p>You have the opportunity to request an advance before going on a trip.<\/p>\n<ol>\n<li>Fill out section 1 (Expense Advance Request box) from the Cheque Requisition Form (available <a href=\"https:\/\/www-chris.dawsoncollege.qc.ca\/online-forms\">here<\/a>).<\/li>\n<li>Using the Expense Report Template, attach an estimate of travel, accommodation, meals, and other expenses and a short description of the purpose of the trip and submit this to the appropriate signing authority delegate(s). Include a quote from an online travel website (e.g. Travelocity) for hotel and airfare estimates, when possible.<\/li>\n<li>When approved, the Finance Department will issue a cheque to you. <em>Please keep all original receipts, as you will have to clear the advance by submitting original, itemised receipts, boarding passes, and\/or credit card statements after you return. <\/em><\/li>\n<li>If your expenses were less than your estimate, you will need to provide a cheque for the difference when you submit your receipts.<\/li>\n<\/ol>\n<\/div><\/div><\/div><div class=\"faq-content\"><div class=\"dc_faq\" id=\"what-receipts-do-i-need-to-keep-and-submit-when-i-return-from-a-research-related-trip\"><div class=\"dc_faq-title\"><button>What receipts do I need to keep and submit when I return from a research-related trip?<\/button><\/div><div class=\"dc_faq-body\">\n<p>Generally, you need both an invoice showing the what you purchased (e.g. itemised meal receipts, hotel bill) as well as proof of payment. For expenses incurred in a foreign country using a credit card, we always require your credit card statement to verify the exchange rate used by the credit card company. The following are required to reimburse travel expenses:<\/p>\n<ol>\n<li>All original receipts indicating the amount paid, including itemised meal receipts (please ask for separate cheques for any alcohol, as alcohol cannot be reimbursed by grant funds).\u00a0If you paid for meals for more than yourself, please include a list of the people you were with and their role in the project.<\/li>\n<li>Boarding passes and\/or e-tickets for travel. Tickets must be booked in economy class \u2013 business or first class tickets are not eligible for reimbursement. Tickets booked using Air Miles or points are not eligible for reimbursement.<\/li>\n<li>A credit card statement in the following cases:\n<ol>\n<li>If you used your credit card in a foreign country (for exchange rate)<\/li>\n<li>When booking accommodation through an online source (e.g. Travelocity, hotels.com), a credit card statement is required along with the invoice.<\/li>\n<li>When a receipt or invoice does not indicate \u201cAmount paid\u201d or \u201cBalance: $0\u201d<\/li>\n<\/ol>\n<\/li>\n<li>A copy of the conference program, if applicable.<\/li>\n<li>For mileage claims, attach a mileage log showing start and end points (Google Maps), and distance (in km). Mileage is reimbursed at $0.43\/km<\/li>\n<\/ol>\n<p><strong><em>Please remember that alcohol is not an eligible expense for most grants.<\/em><\/strong><\/p>\n<\/div><\/div><\/div>\n<h2>Hiring research personnel<\/h2>\n<div class=\"faq-content\"><div class=\"dc_faq\" id=\"how-do-i-hire-a-research-assistant\"><div class=\"dc_faq-title\"><button>How do I hire a research assistant?<\/button><\/div><div class=\"dc_faq-body\">\n<h4>Full-time Dawson Students<\/h4>\n<p>To hire full-time Dawson students, complete the \u201cStudent Hiring Requisition Form\u201d (available <a href=\"https:\/\/www-chris.dawsoncollege.qc.ca\/online-forms\">here<\/a>). Most students hired to work on projects will be hired under the job classification \u201cAdmin\u201d. Students submit <a href=\"https:\/\/www-chris.dawsoncollege.qc.ca\/online-forms\">Student Timesheets<\/a> for every week they work in order to be paid.<\/p>\n<h4>Non-Dawson Students<\/h4>\n<p>If the nature of the work needed to be completed falls outside of existing collective agreements, 3<sup>rd<\/sup> party funded projects will use a Short Term Employment Contract (STEC)\u00a0(available <a href=\"https:\/\/www-chris.dawsoncollege.qc.ca\/online-forms\">here<\/a>).\u00a0These types of positions include, but are not limited to: research assistant, consultant, specialist in a particular area, etc. Other positions may fall under the STEC form, including: translators, computer programmers, graphic designers etc. <strong>Please consult with the appropriate person in OAD and HR prior to hiring to determine the best employment category for the project\u2019s needs. <\/strong><\/p>\n<p>Prior to the date you need to hire an individual an, please prepare a<a href=\"https:\/\/www-chris.dawsoncollege.qc.ca\/research\/wp-content\/uploads\/sites\/73\/workload-agreement.docx\">Workload agreement<\/a>\u00a0form. Please review this agreement with the individual and ensure you both sign it before the employee begins work. This will help to protect you in the case of any miscommunication or misunderstandings as your project progresses.<\/p>\n<p>The Short-Term Employment Contract Form must be submitted and dated <strong>after<\/strong> the work is completed. Please refer to the HR\/Payroll website for necessary documents required for payment purposes.<\/p>\n<\/div><\/div><\/div><div class=\"faq-content\"><div class=\"dc_faq\" id=\"what-are-dawsons-recommended-rates-to-pay-research-assistants\"><div class=\"dc_faq-title\"><button>What are Dawson's recommended rates to pay research assistants?<\/button><\/div><div class=\"dc_faq-body\">\n<p>Your grant will be charged the hourly rate PLUS 11% fringe and 4% vacation. Please keep this in mind when budgeting and discussing salary with prospective research assistants. We recommend the following rates depending on experience and the needs of the position (2016-17 rates):<\/p>\n<table width=\"654\">\n<tbody>\n<tr>\n<td width=\"160\"><strong>Category<\/strong><\/td>\n<td width=\"290\"><strong>Total cost to grant <\/strong><\/td>\n<td width=\"204\"><strong>Rate advertised and used on STEC form<\/strong><\/td>\n<\/tr>\n<tr>\n<td width=\"160\">C\u00e9gep student (part-time Dawson or non-Dawson student)<\/td>\n<td width=\"290\">$14 + 11% fringe + 4% vacation = $16.10\/hour<\/td>\n<td width=\"204\">$14\/hour<\/td>\n<\/tr>\n<tr>\n<td width=\"160\">University undergraduate<\/td>\n<td width=\"290\">$16 + 11% fringe + 4% vacation = $18.40\/hour<\/td>\n<td width=\"204\">$16\/hour<\/td>\n<\/tr>\n<tr>\n<td width=\"160\">Masters student<\/td>\n<td width=\"290\">$17 + 11% fringe + 4% vacation = $19.55\/hour<\/td>\n<td width=\"204\">$17\/hour<\/td>\n<\/tr>\n<tr>\n<td width=\"160\">PhD student<\/td>\n<td width=\"290\">$20 + 11% fringe + 4% vacation = $23\/hour<\/td>\n<td width=\"204\">$20\/hour<\/td>\n<\/tr>\n<tr>\n<td width=\"160\">Post-doc<\/td>\n<td width=\"290\">$24 + 11% fringe + 4% vacation = $27.60\/hour<\/td>\n<td width=\"204\">$24\/hour<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<\/div><\/div><\/div>Related\u00a0forms available here:<\/p>\n<p><a href=\"https:\/\/www-chris.dawsoncollege.qc.ca\/research\/wp-content\/uploads\/sites\/73\/Expense-Report-_TEMPLATE_17-Mar-16.xlsx\" rel=\"\">Expense Report<\/a>\u00a0Please complete this form to clear an advance or to document expenses incurred on a trip.<\/p>\n<p><a href=\"https:\/\/www-chris.dawsoncollege.qc.ca\/research\/wp-content\/uploads\/sites\/73\/Research-Assistant-Workload-Agreement-v171017-fillable.docx\">Research Assistant Workload Agreement<\/a>\u00a0Form. Please modify and complete this template when you hire a Research Assistant to document the description of duties, length of employment and hourly rate.<\/p>\n<p>Consult the <a href=\"https:\/\/www-chris.dawsoncollege.qc.ca\/online-forms\">College&#8217;s Online Forms page<\/a> for the most recent version of other forms.<\/p>\n<p>For any additional questions please contact\u00a0<a  href=\"mailto:&#114;&#x65;&#115;&#x65;a&#x72;c&#104;&#x40;&#100;&#x61;w&#x73;o&#110;&#x63;&#111;&#x6c;l&#x65;g&#101;&#x2e;&#113;&#x63;&#46;&#x63;a\" data-wg-notranslate>&#x72;&#101;s&#x65;&#x61;&#114;c&#x68;&#x40;&#100;a&#x77;&#x73;&#111;n&#x63;&#x6f;&#108;l&#x65;&#103;&#101;&#46;&#x71;&#99;&#46;&#x63;&#x61;<\/a>.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Dawson College\u00a0has a number of policies and practices in place to ensure grant funds are spent and appropriately accounted for.\u00a0For the complete\u00a0guide to managing your funds, including hiring personnel, expense reimbursement and purchasing equipment, please consult the complete Financial guidelines\u00a0document. For answers to specific questions, please consult the list below: Purchasing equipment, office supplies, and\/or&#8230;<\/p>\n","protected":false},"author":20,"featured_media":0,"parent":61,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":[],"_links":{"self":[{"href":"https:\/\/www-chris.dawsoncollege.qc.ca\/research\/wp-json\/wp\/v2\/pages\/70"}],"collection":[{"href":"https:\/\/www-chris.dawsoncollege.qc.ca\/research\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/www-chris.dawsoncollege.qc.ca\/research\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/www-chris.dawsoncollege.qc.ca\/research\/wp-json\/wp\/v2\/users\/20"}],"replies":[{"embeddable":true,"href":"https:\/\/www-chris.dawsoncollege.qc.ca\/research\/wp-json\/wp\/v2\/comments?post=70"}],"version-history":[{"count":12,"href":"https:\/\/www-chris.dawsoncollege.qc.ca\/research\/wp-json\/wp\/v2\/pages\/70\/revisions"}],"predecessor-version":[{"id":1681,"href":"https:\/\/www-chris.dawsoncollege.qc.ca\/research\/wp-json\/wp\/v2\/pages\/70\/revisions\/1681"}],"up":[{"embeddable":true,"href":"https:\/\/www-chris.dawsoncollege.qc.ca\/research\/wp-json\/wp\/v2\/pages\/61"}],"wp:attachment":[{"href":"https:\/\/www-chris.dawsoncollege.qc.ca\/research\/wp-json\/wp\/v2\/media?parent=70"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}