Tri council presentation--_using_your_funds

Fig. A
Using Your FundsAn Introduction to CIHR, NSERC and SSHRC Guidelines

CIHR NSERCCIHR NSERC SSHRCSSHRC
Using your funds
Financial accountability
Responsibilities
Proper use of funds
Integrity in research
Common challenges

Financial Accountability
Researchers
Institutions
Funding agencies
Auditor General
Public Accounts Committee
Taxpayers

Researcher responsibility
Good economic management
Know the rules
Keep agencies up-to-date about
eligibility status
Submit reports
Acknowledge agency support

Institution responsibility
Support grant holders (infrastructure and
administrative support)
Implement policies, systems and controls
Know the rules
Get answers from Agencies
Keep agencies up-to-date about eligibility status
Submit financial reports

Agency responsibility
Timely release of funds
Supply documents for payments
Provide easy access to clear, concise
information
Respond quickly to requests for information
Consult with institutions on major changes
Monitor grants and awards
Follow federal government directives

Online guides
CIHR: Grants and Awards Guides
http://www.cihr-irsc.gc.ca/e/805.shtml
NSERC: Use of Grants Funds
http://www.nserc.ca/professors_e.asp?nav=profnav&lbi=f3
SSHRC: Using Your Funds
www.sshrc.ca/web/using/using_e.asp

Basic principles
Agency funds contribute to direct costs of
research, including training
Institutions pay indirect or overhead costs
(facilities, basic utilities, renovations, heat,
water, air conditioning, cleaning, etc.)
Use agency funds effectively and economically

Basic principles
Expenses must be directly linked to
research needs
Benefit must directly link to research rather
than to an individual or group
If no agency policy, then institutional policy
applies (e.g. travel per diem rates)
Program descriptions explain special
eligible and non-eligible expenses specific
to a program

Compensation
Eligible
Salaries or stipend
Consulting fees to research personnel
Fee paid to research subjects
Guest lecturer honoraria (NSERC/CIHR only)
Research Time Stipends RTS (SSHRC only)
Not eligible
Salary or consulting fees to grant holder or person
eligible to apply for agency funds
Discretionary severance and separation packages

Travel
Your grant can pay for reasonable out of pocket
travel expenses for activities like:
Field work
Research conferences
Collaborative trips
Maximum of 125 days (NSERC and SSHRC)

Travel and subsistence
Eligible
Economy air fare
Living expenses
Ground transportation costs
Child care or babysitting fees
Safety-related expenses
Relocation costs for research personnel
(NSERC/CIHR only)

Travel and subsistence
Not eligible
Commuting costs between home and place
of employment
Passports and immigration fees
Costs associated with thesis examination

Sabbatical and leave
Eligible
Equipment transportation costs etc.
Direct research expenses
1 Round trip to and from place of sabbatical
(NSERC/CIHR only)
Travel to research conference
Not eligible
Transporting research personnel or returning home
for supervisory purposes
Living expenses

Dissemination of research results
Eligible
Developing and maintaining Web-based
information
Page charges
Translation costs
Circulation of findings
Holding a workshop or seminar
Not eligible
Alcoholic beverages

Equipment and supplies
Eligible
Travel costs to visit manufacturer
Brokerage and custom charges
Extended warranty
Training staff to use equipment
Maintenance and operating costs
Not eligible
Insurance for equipment or research vehicles
Space construction, renovation or rental

Computers and phones
Eligible
Computers, modems, hardware, software
Monthly charges of Internet from home and
institution
Not eligible
Standard monthly telephone bill
Connection or installation of lines
Voice mail, cell phone rental or purchase
Library acquisitions, computer and other
information services

Services, etc.
Eligible
Research personnel recruiting costs
Safety waste disposal
Books not provided by the institution
Research personnel training (e.g. if special technique
needed for research)
Hospitality for networking
Professional association or scientific society
memberships

Services, etc.
Not eligible
Education-related costs
Professional training or development (e.g. Excel, etc.)
Preparation of teaching materials
Regulatory compliance (ethics and environmental
assessments)
Monthly parking fees
Regular clothing
Cost of moving a lab

Integrity in research
Bending the rules
Reimbursement
Systematic mismanagement
Freeze or close accounts
Committee on Professional
and Scientific Integrity
Fraudulent use
Legal autorities

Common challenges
Travel claims: counter signing
(includes visiting researchers) and
support documentation
Delegating signing authority
Salary limits
Second level transfers letter
Miscellaneous information
Application Budget vs. Eligible Expenses
If in doubt, ask and document

Contact NSERC and SSHRC
Post Award
Rita Carrière, Manager
rita.carriere@nserc.ca or rita.carriere@sshrc.ca
For BC and Ontario
Kim LaFlamme
Officer, Award Administration
Kim.laflamme@nserc.ca or kim.laflamme@sshrc.ca
For other provinces
Carole Thérien
Officer, Award Administration
carole.therien@nserc.ca or carole.therien@sshrc.ca

Contact NSERC and SSHRC
Financial Monitoring
Carole Crête-Robidoux, Manager
carole.crete-robidoux@nserc.ca or
carole.crete-robidoux@sshrc.ca
Pascale Saulnier, Senior Financial Monitoring Officer
Pascale.saulnier@nserc.ca or pascale.saulnier@sshrc.ca
Carl Boisvert, Senior Financial Monitoring Officer
Carl.boisvert@nserc.ca or carl.boisvert@sshrc.ca
Melanie Melo, Financial Officer
melanie.melo@nserc.ca or melanie.melo@sshrc.ca

Contact CIHR
Financial administration - Grants and awards
Barb Palmer, Grants Financial Officer
bpalm@cihr-irsc.gc.ca
Fernande Mainville, Awards Financial Officer
fmainville@cihr-irsc.gc.ca
Monitoring Team
Chantal Beaudry, Senior Financial Monitoring Officer
cbeaudry@cihr-irsc.ca

Web sites
CIHR: www.cihr-irsc.gc.ca
NSERC: www.nserc.ca
SSHRC: www.sshrc.ca

Tri council presentation--_using_your_funds

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Tri council presentation--_using_your_funds