The document provides information about grant management for IMCHA grants, including: 1) It outlines the typical grant life-cycle process from proposal submission to project closure and final payment, including approval, funding, milestones, reports, and agreement signature. 2) It describes common budget categories and expenses for salaries, equipment, training, international travel, research expenses, and indirect costs. 3) It provides details on financial reporting requirements such as reporting expenses on a cash basis in the budget currency, providing explanations for variances over 10%, and obtaining approval for budget revisions.

1. Strengthening IMCHA Grant Management
Renforcement de la gestion des
subventions ISMEA
Midterm Workshop | Atelier de mi-session
2017-04-26
Presented by | Présenté par
André Lavoie, P. Eng., MBA, CPA, CMA

2. Grant Life-Cycle
Submission
of Proposal
& Budget
Step 1: Step 2: Step 3: Step 4:
Approval
of Project
Funding
Milestones
&
Payments
Project
Closure &
Final
Payment
Technical
&
Financial
Reports
Budget
Workbook
Grant
Agreement
Signature
Final
Technical &
Financial
Reports

3. Salaries/Personnel
Remuneration and benefits, project staff, replacement costs, hired advisors
Administration staff
Consultants
Acquisition costs, fees, travel costs, withholding tax
Evaluation, administration staff
Evaluation
Acquisition costs, fees, travel costs, withholding tax
Administration staff
Budget Categories and Expenses
Equipment
All equipment with life > 1 year and costs > CAD 5,000
Purchase price, acquisition costs, freight
Import duties, sales taxes, VAT, insurance after delivery

4. Training
Trainee registration and tuition fees, living allowance, training expenses, travel costs
Training already organized and paid for all staff
Budget Categories and Expenses
International Travel
Airfare, ground transportation, accommodation, meals, departure taxes
Own procedures and rates
Not exceed IDRC per diem rates, business class, in-country travel, advances/imprests
Research Expenses
Data collection, casual labour costs, vehicle maintenance, consumables, “other” equipment,
in-country travel, rental of premises for project, conferences, equipment rental
Capital equipment, administration staff, sales taxes, expenses paid by third party

5. Budget Categories and Expenses
Indirect Cost
Administrative costs required to support the project but not directly related to the research
Clerical, accounting, or secretarial help; general office expenses, office rental, utility
charges, non-capital office furnishings, communications costs, photocopying
Maximum of recipient’s rate and 13%

6. Financial Reporting
 Report expenses on a cash basis, in budget currency
 Provide explanation (in notes) when actual
expenditures (by budget category) are under or over
the planned expenses by more than 10%
 Forecasts for future periods must be based on
reasonable estimates – care and close discussion
between technical and financial staff
 Do not change or add to budget line items
 All project budget revisions to be submitted in writing
to IDRC’s responsible officer

7. Financial Reporting
 Reports submitted and reviewed by the grant
administrator and signed off before payment
 Must be able to substantiate the indirect costs
 Advise IDRC of any changes in banking
Other Considerations
 PI should never approve his or her own expenses
 Supporting documents to justify expense transactions

8. Questions