Centralization of PGME Financial Procedures

1. Centralization of PGME Financial Procedures Why Centralize? • Concerns were received from programs and departments regarding the time and expertise required for financial administration of PGME funding. • Recent changes in university policies and procedures have made it increasingly difficult to gain access for AHS employees to the University Financial Management System (PeopleSoft) • A more rigorous and timeline dependent reporting process has been implemented by the Alberta Ministry of Health & Wellness (AHW)

2. Centralization of PGME Financial Procedures What does Centralization Mean? • Funding will no longer be transferred to programs, but will be administered by PGME. • PGME will process all e-procurement and expense claims for funding umbrellas that require reporting to AHW. • Teaching • Resident Travel Grants • Resident Funds • Professional Development • Infrastructure • Royal College Conference Travel • Specialty Committee travel • AIMG clinical training support

3. Centralization of PGME Financial Procedures What does Centralization Mean? • Programs and departments will continue to be responsible for the administration of funding received for Visa and DND trainees. • Annual reports will be required. • Rationale for retention will be required for unspent funding. • PGME salary support for program administration will continue to be sent to departments for administration. • Annual support will be based on the program administration that is in place measured against published PGME recommendations.

4. Centralization of PGME Financial Procedures What Will Change for Programs? • Resident Funds will be merged with Professional Development funding to provide a single allocation. • Annual funding notification letters will be provided by April 1 if a budget has been provided by AHW. • Proposals will no longer be required for Professional Development for expenses falling within eligible categories

5. Centralization of PGME Financial Procedures What Will Change for Programs? • Proposals will continue to be required for any expense that does not fall under an eligible category. • Proposals will continue to be required for Infrastructure funding. • Travel Grant applications will still be required. • End of year reporting will no longer be required.

6. Changes to PGME Financial Procedures How will this Affect Programs? • As of October 12, all invoices, and receipts for expense claims must be forwarded to PGME for processing and payment. • A PGME Expense Description Form must accompany every expense, invoice, or internal billing request. • A PGME Event Report Form must be completed for each event • Program Directors must complete this form for Program Events and submit by e-mail (only 1 required per event). • Claimants must complete these forms for individual events such as conference and course attendance.

7. Changes to PGME Financial Procedures How will this Affect Programs? • Program Directors and Program Administrators will no longer be able to view activity in eFIN. • Quarterly reports or balances will be provided on demand until access to the new viewing system (Sharepoint) can be obtained. • All expenses for each fiscal year will need to be submitted to the PGME office by February 28. • Balances as of March 31 of each year will be returned to PGME. New allocations will be available April 1

8. Changes to PGME Financial Procedures Steps for Transition? • Expense and purchasing access to the PGME project will be removed for all Program Directors and Program Administrators. • All unspent balances according to 2009-10 reporting will be recovered to PGME. • Any 2010-11 expenses will be transferred to PGME after both description and report forms have been submitted. • Projects for PGME funding will be closed for all programs unless the program has visa or DND trainees in which case, all other activity codes will be closed within the projects. • All FOB’s that are no longer needed, returned to Hiitec.

9. Changes to PGME Financial Procedures Eligible Expense Categories Equipment & Resources • Educational Resources (for the Residency Program Only <$5,000 per item; no purchases for individuals) • Library Development - Books • Teaching Models • Computers, software, and accessories (LCD Projector, printer, digital camera) • Software Licenses • Research/Biostatistical Support • Furnishings/minor renovations for education space

10. Changes to PGME Financial Procedures Eligible Expense Categories Events • Retreats (max $175/night accommodation, $75/day meals) • Faculty Development • Team Building with respect to education and/or residents • Residency Program Review • Residency education • Research Days (max Dinner $65/person)

11. Changes to PGME Financial Procedures Eligible Expense Categories Events • Visiting Speakers (limited to $3,000 per speaker for accommodation, travel & honorarium) • Symposia • Workshops • Seminars

12. Changes to PGME Financial Procedures Eligible Expense Categories Events • Travel • Conference - (limited to $2000/person/conference) • Course - (limited to $2000/person/course for travel and registration and $250/day for meals and accommodation) • Examination - (limited to $1000/person/examination and for RCPSC & CFPC exams only) • Specialty Committee Meeting - (limited to $1000/person/ conference)

13. Changes to PGME Financial Procedures Expense Category Exclusions • Catering (excluded for events below if not in association with major expense category) • Journal club • Lunch-time educations sessions • Rounds • Academic Half-Day • All CaRMS expenses • Memberships

14. Changes to PGME Financial Procedures Expense Compliance • Note: All expenses will need to comply with the PGME guidelines below as well as the university “Travel and Expense Handbook” http://www.ucalgary.ca/scm/system/files/TravelExpenseHandbook.pdf. • An abbreviated set of guidelines combining all relevant information from both will be provided in the near future.