Roles, responsibilities and access rights (Teams and Collaborations)

Applicable to:  Other persons concerned, Members of the personnel

General

This procedure is based on the definitions provided in the document Financial and Administrative Provisions Applicable to Visiting Research Teams and Collaborations at CERN.

Procedure

1. Roles and responsibilities

1.1 Head of Funding Agency or authorised responsible Finance Officer

A request to open a Visiting Research Team Account shall always be signed by the head of the funding agency or by a responsible Finance Officer authorised to make financial commitments on behalf of the funding agency.

The Finance Officer shall indicate an e-mail address at the funding agency where CERN shall send invoices for payment. To avoid problems when staff changes, it is a generic e-mail address (ex. account.payable@institute.com). Note that this e-mail should not be to the person assigned as Team Account Manager who will receive the invoice anyway.

By appointing a Team Account Manager representing the institute but present at CERN, the Finance Officer delegates full authority to the Team Account Manager for financial control matters and for the responsibilities listed under section 1.2 below.

It is important that a valid e-mail address for the head of the funding agency or the Finance officer is entered on the opening form. This will allow CERN Finance services to inform the funding agency when the database is updated at the request of the Team Account Manager, in particular when the modifications concern the Team Account Manager.

In the past this information was not recorded, and was requested only on the form to open the account. It might therefore be missing or outdated. It is the responsibility of the Team Account Manager to provide this information using the Team Account Management webpage (TAM) if the relevant field is currently empty and to keep it up to date. The Team Account Manager is responsible for reporting all relevant information about the Team Account to the head of the funding agency and the funding agency’s finance department, in accordance with the rules and procedures set up between the funding agency and the Team Account Manager.

The Finance Officer can update the name of the Team Account Manager or the invoice e-mail address by filling out the Update form.

N.B.: There is no need to nominate a Finance Officer for collaboration and special fund Team Accounts. By default, this is defined as the Resources Coordinator or Spokesperson of the collaboration or the signatory of a special fund team account.

1.2 Team Account Manager (TAM) (Budget Holder)

The Team Account Manager is responsible for the financial management of the Team Account and for ensuring that any request for a service by a member of the visiting research team complies with the applicable rules and regulations of the funding agency.

The Team Account Manager is also responsible for the following tasks:

  • Assigning signature rights for the Team Account for the approval of expenditure (maximum 5 persons, who must be present at CERN).
  • For Visiting Research Team Accounts, communicating the funding agency's forecast expenditure budget to CERN. It is not necessary to fill out a budget for a collaboration or special fund team account.
  • Keeping records up to date (name of responsible Finance Officer, invoice address of the funding agency, etc.).

Team Account Managers for Collaboration and Special Fund Team Accounts are often CERN employed members of the personnel; however, associated members of the personnel may also be assigned by the collaboration spokeperson or the Special Fund agreement.

Visiting Research Team Accounts are by definition linked to an external research institute or funding agency and should not be represented by CERN employed members of the personnel. For those Team Accounts, the Team Account Manager must have the status of associated member of the personnel.

The Team Account Manager will be informed by e-mail when an invoice or invoice reminder has been issued. If the Team Account remains negative and invoices are not paid on time, expenditure requests may be blocked.

There cannot be more than one Team Account Manager per Team Account.

1.3 Signature Holders

Signature Holders have the right to approve expenditure on a Team Account up to a specified limit. They may be given access to CET for controlling the account at the specific request of the Team Account Manager using the Team Account Management webpage https://cern.ch/teamaccounts/TAM. This page is accessible only to Team Account Managers.

There can be a maximum of five signature holders on a Team Account. Please note that it is not necessary to have signature rights for an account to be able to create an EDH request.

Expenditure requests in the form of electronic EDH documents will go to the first person on the list if that person has sufficient signature rights for the amount of the request. If that person is not available, the request will be sent to the next people on the list in turn. If the creator of the document has sufficient signature rights, no other signature holder will receive the request unless the creator is the beneficiary of the claim, in which case a second signature is necessary.

It is important that the signature rights given are sufficiently high to cover all foreseeable expenditure requests. If an account with only one person authorised to sign for amounts of 1'000 CHF receives a purchase request for 1'300 CHF the request may be blocked in the system. Some specific EDH requests require a much higher signature right than the amount that is actually debited (e.g.. GSM requests and shipping requests). It is therefore recommended that at least the Team Account Manager is given unlimited signature rights. It is also recommended that more than one person be assigned signature rights in case of absence. The Team Account Manager can avoid receiving too many requests by appointing an assistant with the highest priority but with a limited signature amount.

Signature holders must have an employment or association contract with CERN and be present. Persons not registered as being present at CERN, for instance those classed as External/PART (External participant in a CERN experience), cannot be given signature rights. Visiting Research Team Accounts are by definition linked to an external research institute or funding agency and should not be represented by CERN staff. For those Team Accounts the Signature Holders must have the status of associated member of the personnel.

In the event of access problems, the computer account status can be checked using the webpage: https://account.cern.ch.

1.4 Accounts Payable service of the Institute

The CERN administration will send monthly invoices to the e-mail address indicated in the Application and update form for a visiting research Team Account.

To modify the e-mail address, the Finance Officer shall fill out the Update form or inform CERN in writing or by e-mail.

It is important that the institute pay the invoices without delay.

Invoices should preferably be paid using a bank transfer. It is important to mark the Team Account number and the invoice reference on all payments.

Funds should never be sent to a CERN Team Account unless it corresponds to invoices issued by CERN.

If the Team Account remains negative and invoices are not paid on time, expenditure requests may be blocked.

1.5 Team Leader (see "Teams" and "Role management in experiment" procedures)

The role of the Team Leader is often mixed up with the role of the Team Account Manager. The Team Leader role is managed by the Users Office, and is more a role of managing the persons from other institutes. The Team Leader might be with the same person as the Team Account Manager, but this is not necessarily the case.

2. Access rights

A CERN computer account is needed to be able to access CERN-specific applications and resources. For Team Account Managers and signature holders, this is handled by the Service Desk.

Our current computer security rules require us to record both the nationality and the date of birth of the person, together with his/her name and e-mail address. Furthermore, the person has to follow a short IT security course on the computer and sign the CERN Computing Rules. This must be done within five days, failing which the computing access is disabled.

All persons with a CERN computer account may receive an e-mail message from CERN informing them that their computer access will shortly expire and providing instructions how to extend the access rights. This may be due to an expired password that needs to be renewed, failure to pass the computer security course, failure to sign the CERN Computing Rules or the end of the CERN registration period.

It is necessary to react promptly to such e-mails and to follow the instructions given in the e-mail.
In the event of access problems, you can verify that the computer account status is active using the webpage: https://account.cern.ch. You can also use this site to reset your password, follow the computer security course, sign the Computing Rules and modify your e-mail address.

3. Guidelines for the TAM to facilitate the administration of a Team Account

All movements on a Team Account (budget code, cost centre) can be followed using the CET application https://cet.cern.ch/cet/TeamTransactions.

The Team Account Manager can see who has CERN access on https://cet.cern.ch/cet/CETRoleAssignments. To modify the list, please contact the Visiting Research Team and Collaboration Accounting.

CERN must be notified of any disagreement with the recorded account movements within 30 days.

Expenditure requests are initiated using EDH: https://edh.cern.ch.

Examples of requests:

An overviewof EDH claims can be found in the CERN Admin e-guide: Information on payment and reimbursement forms (EDH claims).

For any assistance in using EDH, please refer to the EDH help page: https://edh.cern.ch/Desktop/help.jsp or contact the Service Desk.

For Visiting Research team Accounts, invoices detailing the expenses are issued and sent to the Team Account Manager and to the e-mail address of the Accounts Payable service of the institute as indicated by the responsible Finance Officer in the opening form.

The Team Account Manager can also access invoices directly from the webpage: https://aismedia.cern.ch/aismedia/AisMedia?node_id=3 or by selecting the small green "money" icon in CET.

It is the responsibility of the Team Account Manager to provide supporting documents (EDH requests, supplier invoices etc.) if requested by the institute.

If the Team Account remains negative and invoices are not paid on time, expenditure requests may be blocked.

For Collaboration and Special Fund Team Accounts, invoices are initiated from EDH: https://edh.cern.ch/Document/RFF according to existing agreements to the correct funding agency.

Revisions 

No revision Modifications Approved
1 Updated procedure 28.06.2017