A proposal record in the ROLA (Research On-Line Administration) system must be established for each research project at the time of grant application or contract approval. Electronic approvals from the respective department Chair, Faculty Associate Dean Research, and Western (through Research Development & Services - RD&S), and electronic retention of the related documents, are maintained within ROLA. Please contact RD&S at firstname.lastname@example.org or at extension 83136 for assistance.
Once awarded and all conditions are met (including Ethics, Animal and Biohazard certifications), RD&S will provide authorization for Research Finance to activate the project in the financial system (PeopleSoft). Then the account holder and his/her department administrator will receive an email notification confirming the project number and speedcode, project dates, budget period(s) and budget amount(s).
Speedcodes and project numbers are assigned at the time a research project is activated in the financial system. The PI is notified of these via a system generated email.
A speedcode represents a larger combination of chartfields comprised of Fund, Department and Project number. Speedcodes are 4 digits in length and allow for easy use in data entry and placing orders with systems contracts, preferred suppliers and campus store operations. Speedcodes are used in conjunction with a 6 digit revenue or expense code, depending on the transaction type.
Project accounts are updated daily and Account Holders have access to view their account activity and balances in the PeopleSoft financial system.
- Log in to PeopleSoft Financials
- Main Menu > UWO Menu > UWO Inquiries > GL Inquiry
- If this is your first time running Grant Detail by Researcher, set up a new Run Control as follows:
- Click on 'Add a New Value'
- Click on 'Add'
- If this is not your first time running Grant Detail by Researcher, click on ‘Search’.
- Input fiscal year, accounting period (May=1, June=3, July=3, etc), speedcode or project number)
- Drill down on 'view Details' twice to view the Research Summary, which includes Funds Availability.
Department administrators also have this same access for all project accounts in their departments.
University recruitment practices must be followed when hiring staff and students. Department administrators are responsible for completing the payroll paperwork for any students or research staff paid from research projects. Contact your department administrator for assistance. Please be aware of any sponsor restrictions when hiring research team members (i.e. salary limits, length of award period).
Many sponsors require detailed reporting of how personnel funds are utilized. To facilitate this please use the appropriate salary expense codes when completing the payroll paperwork. The following is a list of valid salary accounts for research projects.
In order for expenses to be moved from one project to another the expense being moved must be eligible and directly related to the project it is being moved to. The specific expenses must be identified to ensure eligibility and the account holder should make such a request in writing (or email) to his/her their department administrator. This provides supporting documentation for audit and review purposes.
Please see specific agency guidelines for additional information on expense eligibility. Contact your department administrator for the processing of a transfer of the expenses.
Please see the following for internal processing of transfer of expenses: