SPF FC ("Account") Set-up Instructions:
With the funding award letter or grant contract, you can complete the Term of Reference for the account (http://insite.albertahealthservices.ca/frm-18986.doc) and send both documents to Filoza Bandali (Filoza.Bandali@ahs.ca). Filoza can help to answer any questions you might have for completing the TOR document.
A unique functional centre is then set up to hold these funds. AHS holds these Special Purpose Fund (SPF) accounts on behalf of the fund recipient and the funds are administered according to the funding letter/contract. Expenses and invoicing are managed slightly differently than the AHS operational accounts:
Expenses are firstly approved by the structure set up by the TOR and once they are submitted, the research finance team will verify expense eligibility and seek further signatures from the AHS delegation structure. For example, if you are the grant holder but you would like for a Manager or another delegate to have the ability to approve and sign for the expenses, this needs to be documented in the TOR. The delegate can then sign off the expense claim form and submit it to ResearchExpenses@ahs.ca. Once the finance team receives the expense claim form, they review it for eligibility and will ask Marc Leduc or Kathryn Todd to sign for RIA and will process the claim.
Detailed Process to setting up Research Accounts
1. Relevant AHS Finance Policies
2. Account Set-Up (SPF accounts)
3. Invoice Generation (SPF accounts)
4. Research Expense Claims (SPF accounts)
5. Expense Transfers (SPF accounts)
6. Non-Purchase Order Purchase Requisitions (SPF Accounts)
Research Account Workflow