{"id":178,"date":"2020-09-01T20:26:29","date_gmt":"2020-09-02T00:26:29","guid":{"rendered":"https:\/\/www.yorku.ca\/financedev\/?page_id=178"},"modified":"2023-12-12T09:27:15","modified_gmt":"2023-12-12T14:27:15","slug":"accountability-document","status":"publish","type":"page","link":"https:\/\/www.yorku.ca\/finance\/managing-research-grants\/research-grant-set-up\/accountability-document\/","title":{"rendered":"Accountability Document"},"content":{"rendered":"\n<div class=\"wp-block-columns is-layout-flex wp-container-core-columns-is-layout-9d6595d7 wp-block-columns-is-layout-flex\">\n<div class=\"wp-block-column is-layout-flow wp-block-column-is-layout-flow\" style=\"flex-basis:100%\">\n<p>The&nbsp;<a href=\"https:\/\/www.yorku.ca\/finance\/forms\/#researchaccounting\">Accountability Document&nbsp;(AD)<\/a> (PDF) is completed so that specimen signature(s) of all grant\/contract approvers and delegates are documented for audit purposes. The AD outlines the responsibilities of all relevant parties involved in the financial administration of research grants\/contracts, as outlined below.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"squelch-taas-title-0\">Responsibilities of Research Grant\/Contract Stakeholders<\/h2>\n\n\n<style>.kt-accordion-id_5684dd-99 .kt-accordion-inner-wrap{column-gap:var(--global-kb-gap-md, 2rem);row-gap:0px;}.kt-accordion-id_5684dd-99 .kt-accordion-panel-inner{border-top-width:0px;border-right-width:0px;border-bottom-width:0px;border-left-width:0px;padding-top:var(--global-kb-spacing-sm, 1.5rem);padding-right:var(--global-kb-spacing-sm, 1.5rem);padding-bottom:var(--global-kb-spacing-sm, 1.5rem);padding-left:var(--global-kb-spacing-sm, 1.5rem);}.kt-accordion-id_5684dd-99 > .kt-accordion-inner-wrap > .wp-block-kadence-pane > .kt-accordion-header-wrap > .kt-blocks-accordion-header{border-top-color:#555555;border-right-color:#555555;border-bottom-color:#555555;border-left-color:#555555;border-top-width:0px;border-right-width:0px;border-bottom-width:0px;border-left-width:0px;border-top-left-radius:0px;border-top-right-radius:0px;border-bottom-right-radius:0px;border-bottom-left-radius:0px;background:#f2f2f2;font-size:20px;line-height:24px;color:#cf2e2e;padding-top:10px;padding-right:14px;padding-bottom:10px;padding-left:14px;}.kt-accordion-id_5684dd-99:not( .kt-accodion-icon-style-basiccircle ):not( .kt-accodion-icon-style-xclosecircle ):not( .kt-accodion-icon-style-arrowcircle )  > .kt-accordion-inner-wrap > .wp-block-kadence-pane > .kt-accordion-header-wrap .kt-blocks-accordion-icon-trigger:after, .kt-accordion-id_5684dd-99:not( .kt-accodion-icon-style-basiccircle ):not( .kt-accodion-icon-style-xclosecircle ):not( .kt-accodion-icon-style-arrowcircle )  > .kt-accordion-inner-wrap > .wp-block-kadence-pane > .kt-accordion-header-wrap .kt-blocks-accordion-icon-trigger:before{background:#cf2e2e;}.kt-accordion-id_5684dd-99:not( .kt-accodion-icon-style-basic ):not( .kt-accodion-icon-style-xclose ):not( .kt-accodion-icon-style-arrow ) .kt-blocks-accordion-icon-trigger{background:#cf2e2e;}.kt-accordion-id_5684dd-99:not( .kt-accodion-icon-style-basic ):not( .kt-accodion-icon-style-xclose ):not( .kt-accodion-icon-style-arrow ) .kt-blocks-accordion-icon-trigger:after, .kt-accordion-id_5684dd-99:not( .kt-accodion-icon-style-basic ):not( .kt-accodion-icon-style-xclose ):not( .kt-accodion-icon-style-arrow ) .kt-blocks-accordion-icon-trigger:before{background:#f2f2f2;}.kt-accordion-id_5684dd-99 > .kt-accordion-inner-wrap > .wp-block-kadence-pane > .kt-accordion-header-wrap > .kt-blocks-accordion-header:hover, \n\t\t\t\tbody:not(.hide-focus-outline) .kt-accordion-id_5684dd-99 .kt-blocks-accordion-header:focus-visible{color:#444444;background:#eeeeee;border-top-color:#eeeeee;border-right-color:#eeeeee;border-bottom-color:#eeeeee;border-left-color:#eeeeee;}.kt-accordion-id_5684dd-99:not( .kt-accodion-icon-style-basiccircle ):not( .kt-accodion-icon-style-xclosecircle ):not( .kt-accodion-icon-style-arrowcircle ) .kt-accordion-header-wrap .kt-blocks-accordion-header:hover .kt-blocks-accordion-icon-trigger:after, .kt-accordion-id_5684dd-99:not( .kt-accodion-icon-style-basiccircle ):not( .kt-accodion-icon-style-xclosecircle ):not( .kt-accodion-icon-style-arrowcircle ) .kt-accordion-header-wrap .kt-blocks-accordion-header:hover .kt-blocks-accordion-icon-trigger:before, body:not(.hide-focus-outline) .kt-accordion-id_5684dd-99:not( .kt-accodion-icon-style-basiccircle ):not( .kt-accodion-icon-style-xclosecircle ):not( .kt-accodion-icon-style-arrowcircle ) .kt-blocks-accordion--visible .kt-blocks-accordion-icon-trigger:after, body:not(.hide-focus-outline) .kt-accordion-id_5684dd-99:not( .kt-accodion-icon-style-basiccircle ):not( .kt-accodion-icon-style-xclosecircle ):not( .kt-accodion-icon-style-arrowcircle ) .kt-blocks-accordion-header:focus-visible .kt-blocks-accordion-icon-trigger:before{background:#444444;}.kt-accordion-id_5684dd-99:not( .kt-accodion-icon-style-basic ):not( .kt-accodion-icon-style-xclose ):not( .kt-accodion-icon-style-arrow ) .kt-accordion-header-wrap .kt-blocks-accordion-header:hover .kt-blocks-accordion-icon-trigger, body:not(.hide-focus-outline) .kt-accordion-id_5684dd-99:not( .kt-accodion-icon-style-basic ):not( .kt-accodion-icon-style-xclose ):not( .kt-accodion-icon-style-arrow ) .kt-accordion-header-wrap .kt-blocks-accordion-header:focus-visible .kt-blocks-accordion-icon-trigger{background:#444444;}.kt-accordion-id_5684dd-99:not( .kt-accodion-icon-style-basic ):not( .kt-accodion-icon-style-xclose ):not( .kt-accodion-icon-style-arrow ) .kt-accordion-header-wrap .kt-blocks-accordion-header:hover .kt-blocks-accordion-icon-trigger:after, .kt-accordion-id_5684dd-99:not( .kt-accodion-icon-style-basic ):not( .kt-accodion-icon-style-xclose ):not( .kt-accodion-icon-style-arrow ) .kt-accordion-header-wrap .kt-blocks-accordion-header:hover .kt-blocks-accordion-icon-trigger:before, body:not(.hide-focus-outline) .kt-accordion-id_5684dd-99:not( .kt-accodion-icon-style-basic ):not( .kt-accodion-icon-style-xclose ):not( .kt-accodion-icon-style-arrow ) .kt-accordion-header-wrap .kt-blocks-accordion-header:focus-visible .kt-blocks-accordion-icon-trigger:after, body:not(.hide-focus-outline) .kt-accordion-id_5684dd-99:not( .kt-accodion-icon-style-basic ):not( .kt-accodion-icon-style-xclose ):not( .kt-accodion-icon-style-arrow ) .kt-accordion-header-wrap .kt-blocks-accordion-header:focus-visible .kt-blocks-accordion-icon-trigger:before{background:#eeeeee;}.kt-accordion-id_5684dd-99 .kt-accordion-header-wrap .kt-blocks-accordion-header:focus-visible,\n\t\t\t\t.kt-accordion-id_5684dd-99 > .kt-accordion-inner-wrap > .wp-block-kadence-pane > .kt-accordion-header-wrap > .kt-blocks-accordion-header.kt-accordion-panel-active{color:#ffffff;background:#444444;border-top-color:#444444;border-right-color:#444444;border-bottom-color:#444444;border-left-color:#444444;}.kt-accordion-id_5684dd-99:not( .kt-accodion-icon-style-basiccircle ):not( .kt-accodion-icon-style-xclosecircle ):not( .kt-accodion-icon-style-arrowcircle )  > .kt-accordion-inner-wrap > .wp-block-kadence-pane > .kt-accordion-header-wrap > .kt-blocks-accordion-header.kt-accordion-panel-active .kt-blocks-accordion-icon-trigger:after, .kt-accordion-id_5684dd-99:not( .kt-accodion-icon-style-basiccircle ):not( .kt-accodion-icon-style-xclosecircle ):not( .kt-accodion-icon-style-arrowcircle )  > .kt-accordion-inner-wrap > .wp-block-kadence-pane > .kt-accordion-header-wrap > .kt-blocks-accordion-header.kt-accordion-panel-active .kt-blocks-accordion-icon-trigger:before{background:#ffffff;}.kt-accordion-id_5684dd-99:not( .kt-accodion-icon-style-basic ):not( .kt-accodion-icon-style-xclose ):not( .kt-accodion-icon-style-arrow ) .kt-blocks-accordion-header.kt-accordion-panel-active .kt-blocks-accordion-icon-trigger{background:#ffffff;}.kt-accordion-id_5684dd-99:not( .kt-accodion-icon-style-basic ):not( .kt-accodion-icon-style-xclose ):not( .kt-accodion-icon-style-arrow ) .kt-blocks-accordion-header.kt-accordion-panel-active .kt-blocks-accordion-icon-trigger:after, .kt-accordion-id_5684dd-99:not( .kt-accodion-icon-style-basic ):not( .kt-accodion-icon-style-xclose ):not( .kt-accodion-icon-style-arrow ) .kt-blocks-accordion-header.kt-accordion-panel-active .kt-blocks-accordion-icon-trigger:before{background:#444444;}@media all and (max-width: 767px){.kt-accordion-id_5684dd-99 .kt-accordion-inner-wrap{display:block;}.kt-accordion-id_5684dd-99 .kt-accordion-inner-wrap .kt-accordion-pane:not(:first-child){margin-top:0px;}}<\/style>\n<div class=\"wp-block-kadence-accordion alignnone\"><div class=\"kt-accordion-wrap kt-accordion-wrap kt-accordion-id_5684dd-99 kt-accordion-has-5-panes kt-active-pane-0 kt-accordion-block kt-pane-header-alignment-left kt-accodion-icon-style-basiccircle kt-accodion-icon-side-right\" style=\"max-width:none\"><div class=\"kt-accordion-inner-wrap\" data-allow-multiple-open=\"false\" data-start-open=\"none\">\n<div class=\"wp-block-kadence-pane kt-accordion-pane kt-accordion-pane-1 kt-pane_97c529-c2\"><div class=\"kt-accordion-header-wrap\"><button class=\"kt-blocks-accordion-header kt-acccordion-button-label-show\"><span class=\"kt-blocks-accordion-title-wrap\"><span class=\"kt-blocks-accordion-title\"><strong>Cost Centre Owner\/Principle Investigator<\/strong><\/span><\/span><span class=\"kt-blocks-accordion-icon-trigger\"><\/span><\/button><\/div><div class=\"kt-accordion-panel kt-accordion-panel-hidden\"><div class=\"kt-accordion-panel-inner\">\n<ul class=\"wp-block-list\"><li>Overall financial management of their research projects.<\/li><li>Initiate and approve all transactions related to their research projects.<\/li><li>In cases where researchers may draw remuneration in conformance with the terms and condition of the grant or contract, the Employee Transaction Form must be approved by a dean or Office of the Vice President, Research and Innovation.<\/li><li>Ensures that all expenditures comply with University policies and procedures (including ethics, procurement policies and procedures, reimbursement of expenses, and human resources policies and procedures) as well as funding agency requirements, policies and procedures, ensuring all expenditures are in accordance with funding agency requirements.<\/li><li>Monitor and review on a regular basis (at least monthly) all financial transactions that have been processed through their research grants and contracts, and communicate discrepancies or errors to Research Accounting, Payroll, General Accounting or Accounts Payable immediately.<\/li><li>Ensure that sufficient funds are available to fund all expenditures (supplier invoices, payroll charges, claims for reimbursement of expenses, and all other expenses associated with the project).<\/li><li>Demonstrate accountability and responsibility for all deficits resulting from over-expenditures, expenses deemed ineligible by the research sponsor and for failure of the researcher to comply with the rules and regulations of the funding agency and\/or York policies.<\/li><li>Ensure that the research project is undertaken consistent with the contractual terms of the grant or contract.<\/li><\/ul>\n<\/div><\/div><\/div>\n\n\n\n<div class=\"wp-block-kadence-pane kt-accordion-pane kt-accordion-pane-2 kt-pane_b70908-35\"><div class=\"kt-accordion-header-wrap\"><button class=\"kt-blocks-accordion-header kt-acccordion-button-label-show\"><span class=\"kt-blocks-accordion-title-wrap\"><span class=\"kt-blocks-accordion-title\"><strong>Research Accounting Department<\/strong><\/span><\/span><span class=\"kt-blocks-accordion-icon-trigger\"><\/span><\/button><\/div><div class=\"kt-accordion-panel kt-accordion-panel-hidden\"><div class=\"kt-accordion-panel-inner\">\n<ul class=\"wp-block-list\"><li>Creates cost centres upon authorization from the Office of Research Services<\/li><li>Provides financial consulting services and assists in resolution of financial issues associated with various grants and contracts<\/li><li>Prepares all financial reports and invoices for submission to funding agencies<\/li><li>Liaises with funding agencies to obtain clarification and resolve issues<\/li><\/ul>\n<\/div><\/div><\/div>\n\n\n\n<div class=\"wp-block-kadence-pane kt-accordion-pane kt-accordion-pane-3 kt-pane_5352b5-a3\"><div class=\"kt-accordion-header-wrap\"><button class=\"kt-blocks-accordion-header kt-acccordion-button-label-show\"><span class=\"kt-blocks-accordion-title-wrap\"><span class=\"kt-blocks-accordion-title\"><strong>Procurement Services<\/strong><\/span><\/span><span class=\"kt-blocks-accordion-icon-trigger\"><\/span><\/button><\/div><div class=\"kt-accordion-panel kt-accordion-panel-hidden\"><div class=\"kt-accordion-panel-inner\">\n<ul class=\"wp-block-list\"><li>Manages the University's procurement process<\/li><li>Ensures acquisitions are compliant with internal and external procurement policies and legislation, including granting agency requirements<\/li><li>Issues Purchase Orders upon receipt of authorized purchasing requisitions<\/li><li>Reviews all requests for\u00a0<a href=\"https:\/\/www.yorku.ca\/procurement\/forms\/#limitedtendering\">Limited Tendering &amp; Non Application Procurement<\/a>\u00a0and validates fair market value in advance of issuing a Purchase Order<\/li><li>Reviews<a href=\"https:\/\/www.yorku.ca\/procurement\/wp-content\/uploads\/sites\/68\/2020\/07\/confidentiality_and_conflict_of_interest_acknowledgement.pdf\" target=\"_blank\" rel=\"noreferrer noopener\">\u00a0conflict of interest declarations<\/a>\u00a0and presents recommendation to Vice-President Finance and Administration, for consideration<\/li><\/ul>\n<\/div><\/div><\/div>\n\n\n\n<div class=\"wp-block-kadence-pane kt-accordion-pane kt-accordion-pane-4 kt-pane_c8118d-52\"><div class=\"kt-accordion-header-wrap\"><button class=\"kt-blocks-accordion-header kt-acccordion-button-label-show\"><span class=\"kt-blocks-accordion-title-wrap\"><span class=\"kt-blocks-accordion-title\"><strong>Accounts Payable<\/strong><\/span><\/span><span class=\"kt-blocks-accordion-icon-trigger\"><\/span><\/button><\/div><div class=\"kt-accordion-panel kt-accordion-panel-hidden\"><div class=\"kt-accordion-panel-inner\">\n<ul class=\"wp-block-list\"><li>Reviews and processes claims for reimbursement, accountable advances and payments to vendors to ensure compliance with agency and York policies and procedures<\/li><li>Processes payments and issues cheques<\/li><\/ul>\n<\/div><\/div><\/div>\n\n\n\n<div class=\"wp-block-kadence-pane kt-accordion-pane kt-accordion-pane-5 kt-pane_af8259-9c\"><div class=\"kt-accordion-header-wrap\"><button class=\"kt-blocks-accordion-header kt-acccordion-button-label-show\"><span class=\"kt-blocks-accordion-title-wrap\"><span class=\"kt-blocks-accordion-title\"><strong>Payroll Department<\/strong><\/span><\/span><span class=\"kt-blocks-accordion-icon-trigger\"><\/span><\/button><\/div><div class=\"kt-accordion-panel kt-accordion-panel-hidden\"><div class=\"kt-accordion-panel-inner\">\n<ul class=\"wp-block-list\"><li>Processes time sheets and Employee Transaction Forms (ETF) submitted by the dean's office of the hiring Faculty<\/li><li>Approves all tolerances in the event that an over commitment of funds is necessary (prior written approval from the dean's office is required)<\/li><\/ul>\n<\/div><\/div><\/div>\n<\/div><\/div><\/div>\n<\/div>\n\n\n\n<div class=\"wp-block-column is-layout-flow wp-block-column-is-layout-flow\" style=\"flex-basis:0%\"><\/div>\n<\/div>\n\n\n\n<div style=\"height:40px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<p><\/p>\n","protected":false},"excerpt":{"rendered":"<p>The&nbsp;Accountability Document&nbsp;(AD) (PDF) is completed so that specimen signature(s) of all grant\/contract approvers and delegates are documented for audit purposes. The AD outlines the responsibilities of all relevant parties involved in the financial administration of research grants\/contracts, as outlined below. Responsibilities of Research Grant\/Contract Stakeholders<\/p>\n","protected":false},"author":91,"featured_media":0,"parent":176,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"secondary-page.php","meta":{"_kad_blocks_custom_css":"","_kad_blocks_head_custom_js":"","_kad_blocks_body_custom_js":"","_kad_blocks_footer_custom_js":"","footnotes":""},"tags":[68,9,70,18,19,22,20,69],"class_list":["post-178","page","type-page","status-publish","hentry","tag-faculty","tag-finance","tag-keele","tag-research-accounting","tag-research-funds","tag-research-grant","tag-research-spending","tag-staff"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.4 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Accountability Document | Research Accounting<\/title>\n<meta name=\"description\" content=\"Finance makes managing research grants easy with resources that are intended to effectively and efficiently use your research funds.\" \/>\n<meta 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