{"id":70,"date":"2015-04-01T16:24:22","date_gmt":"2015-04-01T16:24:22","guid":{"rendered":"https:\/\/www.dawsoncollege.qc.ca\/research\/?page_id=70"},"modified":"2024-05-28T16:43:17","modified_gmt":"2024-05-28T20:43:17","slug":"financial-guidelines","status":"publish","type":"page","link":"https:\/\/www-staging.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.<\/p>\n<p>For the complete\u00a0guide to managing your funds, including hiring personnel, expense reimbursement and purchasing equipment, please consult the complete <a href=\"https:\/\/www-staging.dawsoncollege.qc.ca\/wp-content\/external-includes\/spdocs\/documents\/financial-guidelinesoad.pdf\">Financial guidelines<\/a> document.<\/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.) The receipt, proof of payment and justification for the purchase must 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 or computer related equipment) 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 system. 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.<\/p>\n<p>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.\u00a0<\/strong><\/p>\n<ul>\n<li>Requests for purchasing computers and related equipment (e.g., printers, tablets, external hard drives, some types of software) 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:j&#112;ak&#117;&#108;&#105;s&#64;&#100;awso&#110;&#99;&#111;l&#108;&#101;g&#101;.q&#99;&#46;&#99;&#97;\">&#106;&#112;&#97;k&#117;l&#105;s&#64;daw&#115;onco&#108;&#108;eg&#101;.&#113;c.c&#97;<\/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<\/ul>\n<p>Please see the <a href=\"https:\/\/www-staging.dawsoncollege.qc.ca\/public\/our_communities\/capital_process.pdf\">Annual Capital Acquisitions Process<\/a> for more details.<strong>\u00a0<\/strong><\/p>\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-staging.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>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.<\/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., itemized meal receipts, hotel bill) as well as proof of payment (credit card statement). 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>Proof of payment (e.g., credit card statement)<\/li>\n<li>Proof of attendance (e.g., physical copy of the conference program, badge, certificate of attendance).<\/li>\n<li>For mileage claims, attach a mileage log (Google Maps) showing start and end points, and distance (in km) starting from the College. As of October 2023, mileage is reimbursed at $0.60\/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<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) available <a href=\"https:\/\/www-staging.dawsoncollege.qc.ca\/online-forms\">here<\/a>. These types of positions include, but are not limited to: research assistant, consultant, specialist in a particular area.<\/p>\n<p><strong>Please consult with the Research Office 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\u00a0<a href=\"https:\/\/www-staging.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>STECs must be submitted and dated after the work is completed. Please refer to the <a href=\"https:\/\/www-staging.dawsoncollege.qc.ca\/human-resources\/payroll\/\">HR\/Payroll website<\/a> for the 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 <span style=\"text-decoration: underline\">PLUS<\/span> 11% fringe (subject to change) and 4% vacation. Please keep this in mind when budgeting and discussing salary with prospective research assistants. We suggest the following minimum rates for research assistants in 2023-24:<\/p>\n<table style=\"height: 386px\" width=\"602\">\n<tbody>\n<tr>\n<td width=\"160\"><strong>Category<\/strong><\/td>\n<td width=\"160\"><strong>Rate indicated on STEC form<\/strong><\/td>\n<td width=\"204\"><strong>Approximate cost to grant <\/strong><\/td>\n<\/tr>\n<tr>\n<td width=\"160\">C\u00e9gep student<br \/>\n(part-time student)<\/td>\n<td width=\"160\">$18\/hour<\/td>\n<td width=\"204\">$18 + 11% fringe + 4% vacation<br \/>\n= $20.80\/hour<\/td>\n<\/tr>\n<tr>\n<td width=\"160\">University undergraduate<\/td>\n<td width=\"160\">$20\/hour<\/td>\n<td width=\"204\">$20 + 11% fringe + 4% vacation<br \/>\n= $23.10\/hour<\/td>\n<\/tr>\n<tr>\n<td width=\"160\">Masters student<\/td>\n<td width=\"160\">$21\/hour<\/td>\n<td width=\"204\">$21 + 11% fringe + 4% vacation<br \/>\n= $24.24\/hour<\/td>\n<\/tr>\n<tr>\n<td width=\"160\">PhD student<\/td>\n<td width=\"160\">$24\/hour<\/td>\n<td width=\"204\">$24 + 11% fringe + 4% vacation<br \/>\n= $27.70\/hour<\/td>\n<\/tr>\n<tr>\n<td width=\"160\">Post-doc<\/td>\n<td width=\"160\">$28\/hour<\/td>\n<td width=\"204\">$28 + 11% fringe + 4% vacation<br \/>\n= $32.32\/hour<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<\/div><\/div><\/div>\n<h2>Forms and Templates<\/h2>\n<p><a href=\"https:\/\/www-staging.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-staging.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-staging.dawsoncollege.qc.ca\/online-forms\">College&#8217;s Online Forms page<\/a> for the most recent version of other forms (e.g., STEC, cheque requisition, honoraria supplier form).<\/p>\n<p>For any additional questions please contact\u00a0<a  href=\"mailto:&#114;es&#101;a&#114;&#99;&#104;&#64;da&#119;s&#111;nc&#111;&#108;&#108;e&#103;&#101;.&#113;c.&#99;a\">&#114;&#101;&#115;e&#97;&#114;ch&#64;daws&#111;&#110;co&#108;&#108;e&#103;&#101;&#46;q&#99;.&#99;&#97;<\/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. For the complete\u00a0guide to managing your funds, including hiring personnel, expense reimbursement and purchasing equipment, please consult the complete Financial guidelines document. Purchasing equipment, office supplies, and\/or services from companies Travel reimbursements Hiring research personnel&#8230;<\/p>\n","protected":false},"author":0,"featured_media":0,"parent":61,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"footnotes":""},"class_list":["post-70","page","type-page","status-publish","hentry"],"_links":{"self":[{"href":"https:\/\/www-staging.dawsoncollege.qc.ca\/research\/wp-json\/wp\/v2\/pages\/70","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www-staging.dawsoncollege.qc.ca\/research\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/www-staging.dawsoncollege.qc.ca\/research\/wp-json\/wp\/v2\/types\/page"}],"replies":[{"embeddable":true,"href":"https:\/\/www-staging.dawsoncollege.qc.ca\/research\/wp-json\/wp\/v2\/comments?post=70"}],"version-history":[{"count":11,"href":"https:\/\/www-staging.dawsoncollege.qc.ca\/research\/wp-json\/wp\/v2\/pages\/70\/revisions"}],"predecessor-version":[{"id":2858,"href":"https:\/\/www-staging.dawsoncollege.qc.ca\/research\/wp-json\/wp\/v2\/pages\/70\/revisions\/2858"}],"up":[{"embeddable":true,"href":"https:\/\/www-staging.dawsoncollege.qc.ca\/research\/wp-json\/wp\/v2\/pages\/61"}],"wp:attachment":[{"href":"https:\/\/www-staging.dawsoncollege.qc.ca\/research\/wp-json\/wp\/v2\/media?parent=70"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}