CFI and ORF – RI
Management of the day-to-day CFI awards for Western is the
Financial Officer, Infrastructure Programs
519.661.2111 Ext. 85453
Accounting Analyst, Infrastructure Programs
519.661.2111 Ext. 85605
Procurement Manager, Strategic Sourcing
519.661.2111 Ext. 84584
Procurement & Contract Specialist
519.661.2111 Ext. 82779
Research Finance will hold an initial “Ready to Purchase” meeting with the Project Leader, Procurement Services, Facilities Management(if applicable) and Research Development to outline the Procurement and Financial reporting process. The following outlines Western’s CFI post-award process, as discussed during this initial meeting:
Spending on a CFI project can begin once the award agreement is received and the budget finalized. If Advance Spending is required prior to this point, pre-approval must be obtained. Please contact Wendy McCallum, Finance Officer, Federal Infrastructure Programs for more information.
Utilize the Costing Worksheet: Upon award
Mustang Market: Equipment for CFI projects should be procured using the e-Procurement system, Mustang Market. Once your CFI contract is executed and the accounts activated an account number will be provided to you (at the initial “Ready to Purchase” meeting). For instructions on how to use Mustang Market for CFI orders please see the Mustang Market Quick Reference Guide.
Possibility of Damaged Goods
If goods are received and there appears to be damage to the boxes, your Loading Dock Receiving Personnel or
When goods are received you should receive a packing slip with them. Please keep these packing slips (we suggest putting them with a copy of the purchase order for the equipment). If your project is selected for audit, CFI requires the packing slips as proof of delivery.
Vendors normally send invoices for payment of your equipment directly to Accounts Payable
For Invoices Over $50,000
For Invoices Under $50,000
If CFI approval is not required then a brief explanation must be provided to Research Finance for any changes or amendments for inclusion
All items from your itemized list must be purchased BEFORE any new or additional items can be purchased. Once all items have been purchased savings can be used to purchase accessories for a line item that aligns with the intent of the project and as long as each item is less than $50,000. CFI approval must be sought for items > $50,000
If you are expecting delivery of equipment and it has been delayed please contact Procurement Services and Research Finance ASAP. They can then assist in rectifying the situation and possibly report the delay to CFI if necessary.
If you are having other challenges with a vendor please contact Procurement Services ASAP. They need to know this information and will provide assistance.
Return of Equipment
If you are returning equipment please to contact Procurement Services and Research Finance. Both units
Personnel costs on your itemized list can be handled in different ways depending on the amount of time the individuals are spending on the project.
Please contact Research Finance to determine the best way to process your personnel costs.
In order for construction/renovations to begin a routing form signed by your Dean is required. Please contact Research Finance.
Your main contact for your construction/renovation project is the Project Manager from Facilities Management that is assigned to your project. Research Finance needs to be informed of any scope changes or delays. In some
All financial reporting for CFI projects are completed by Research Finance. They will be in contact with you regarding the financial report.
All annual progress reports are completed online by the PI. Research Development Services will be in contact with you with regards to the report and its due date.
CFI establishes an anticipated end date for your project, which is directly tied to the Award Finalization document and to your forecasting of when goods will be procured.
The anticipated end date is a date you indicated to CFI that your spending will be complete. If not completed by this date or within a few months after, an extension will be required.
The extension request with justification should be submitted to CFI prior to the anticipated end date. This request is written by you and submitted by Research Development to CFI.
Research Finance will be in contact with you approximately 3 months prior to your end date to discuss.
If you are having difficulties with your project that you believe will cause delays please contact Research Finance ASAP.