Tri-Agency Awards – 101

A Presentation by Research Accounting on Tri-Agency Award Management

Natural Sciences and Engineering Research Council of Canada

Conseil de recherches en sciences naturelles et en génie du Canada

Canadian Institutes of Health Research

Instituts de recherche en santé du Canada

I have a Tri-Agency award – now what?

Agenda– How is my award different?– Who’s responsible?– How can I spend the grant?– How can I monitor my spending?– What else should I know?

How is my award different?

Do I have to follow the budget from my proposal?– NSERC– SSHRC– CIHR

Are there additional restrictions or reporting requirements?

Can I get an extension to finish my spending?

What happens at the end of my grant?

Working Together - Who’s responsible? Tri-Agency

• Verifying eligibility for & entitlement to grants in accordance with federal laws & policies

• Timely release of approved grant funding• Establishing & communicating clear, concise

requirements for fund use• Conducting financial monitoring reviews of grant &

award funds to ensure adherence to guidelines

• Carleton University• Establishing appropriate policies/procedures, systems

& controls • Ensuring that Agency policies & requirements are

followed• Performing ongoing oversight of grant fund usage• Providing administrative support to grant holders• Monitoring eligibility status of grant holders• Annual reporting requirement

Researcher– Authorize ALL expenditures from your grant, while

keeping in mind the following:

• The Tri-Agency’s Financial Administration Guide• The Tri-Agency’s Memorandum of Understanding

(MOU)• Any stated conditions/restrictions of the actual

grant• Institution policies• the Tri-Agency Framework: Responsible Conduct

of Research

Researcher– Awareness of grant details and fund balance– Delegating signing authority– Compliance– Managing/supervising personnel– Responding to questions– Changes in status– Reporting requirements– Acknowledgement of Agency support

How can I spend my grant?

USE OF GRANT FUNDS:Eligible and Non-Eligible Expenses Compensation related expenses Sabbatical/leave periods Travel Equipment Supplies Computer & electronic communications Miscellaneous expenses

How can I monitor my spending?

What else do I need to know?

Hiring research assistants– Graduate Students: FGPA graduate student forms– Undergraduate students or other technical support:

Payroll Forms Purchasing the big stuff

– Purchasing Services– Science & Technology Centre

Getting the small things– Procurement Card– Science Stores– Personal reimbursements

And then, what about

Inter-Institutional Transfers?– Who can I transfer to?– What do I need to do?– I’m a co-applicant, what should I do?– What reporting is required?

Sabbatical Planning? Visiting Researchers? Payments to Individuals?

Where can I find more information?

Tri-Agency Financial Administration Guidehttp://www.nserc-crsng.gc.ca/Professors-Professeurs/FinancialAdminGuide-GuideAdminFinancier/index_eng.asp

Tri-Agency Use of Grant Fundshttp://www.nserc-crsng.gc.ca/Professors-Professeurs/FinancialAdminGuide-GuideAdminFinancier/FundsUse-UtilisationSubventions_eng.asp

Tri-Agency Eligibility Criteriahttp://www.nserc-crsng.gc.ca/NSERC-CRSNG/Eligibility-Admissibilite/faculty-corpsprof_eng.asp

At Carleton Research Accounting

http://www2.carleton.ca/finance/research-accounting/

Accounts Payablehttp://www2.carleton.ca/finance//business-operations/accounts-payable

University Policieshttp://www2.carleton.ca/secretariat/policies/

Mileage and per diem rateshttp://www.njc-cnm.gc.ca/directive/index.php?sid=98&lang=eng

Convert exchange rateshttp://www.bankofcanada.ca/en/rates/exchange.html

QUESTIONS?