Submitted by rycroft1 on Tue, 05/05/2015 - 12:40pm
If you submitted your grant through the Grants and Awards Division at application stage, forward the Notice of Award to the Research Grants Officer who managed that competition. You will also be required to provide any ethics certification(s) and/or biohazards.
If you did not submit your grant through our office, you must submit a Project Request Form signed by the PI, department head and Dean/Associate Dean (Research), and include a copy of the grant application and any requisite certifications.
You are required to submit a Project Request Form in the following situations:
- You did not submit your grant through the Grants and Awards Division at application stage (i.e. we do not have a copy of your application and signed approvals form on file)
- Your department/faculty is providing you with funds
- You received a gift that was processed through the Development Office
- You would like to set up a child project/activity code for an existing project
- Other cases as advised by Research Services
You must include the following information with your completed Project Request Form. Failure to do so will lead to delays in the set-up of your project.
- Notice of Award equivalent
- Statement of work
- Certification(s) and/or permit(s)
Project holders will have to provide a general overview of the research they will be undertaking in order for the Grants and Awards Division to assess whether certifications and/or biosafety permits are required. If your certification and/or permit requirements change during your project, you are required to contact Research Compliance at firstname.lastname@example.org.
For internal funds, a Notice of Award can be a letter, memo, email, etc. signed by the Dean or Institute Director that authorizes the grant and sets out any conditions related to advances, term, reporting, etc. as well as any restrictions with respect to expenditures. Funding agencies provide notices of award in a variety of formats including: signed letters of award, official notices of award, agreements, etc.
There are guidelines on our website that outline when funding, both internal and external, are to be classified and reported as research activity or non-research activity.
You may send all required documents by email to email@example.com or in hard copy to our office (3rd floor MacKimmie Library Tower).
If certifications and/or permits are required but not complete, you may be granted Early Release of Funds with restricted spending if your funding agency allows this.
In order to be granted Early Release of Funds, your Notice of Award or final contract must be received or signed/finalized by our office and the sponsor must allow for release of funds prior to final ethics certification or permits. For more information, please see the next section, “How do I qualify for Early Release of Funds?”
Projects granted Early Release of Funds are not allowed to spend on expenses related to conducting research or data gathering. A detailed list of eligible and ineligible expenses may be found here.
Questions related to allowed and disallowed expenses may be directed to firstname.lastname@example.org.
A child project is like any other research project. With a child project, the child project holder has full authority on how the funds are spent. With an activity code, the expenses must be approved by the parent project holder.
The required documents are as follows:
- Completed Project Request Form
- Must be signed by the child project/activity code holder as the Principal Investigator
- Notice of Award
- An email from the existing project holder authorizing the transfer of funds to the child project/activity code
- Statement of work
- Certification(s) if required
There are a variety of reasons that contribute to the delay in setting up your project. The most common delays are outlined below:
- Project Request Form has been submitted directly to Research Accounting
- All Project Request Forms must be reviewed by our office before they are reviewed by Research Accounting. This applies to both research and non-research Project Request Forms.
- Project Request Form is incomplete. For example, signatures are missing or an incorrect.
- Required documentation is missing
- See section ‘What am I required to include with a Project Request Form?’
- Project Request Form is incorrectly classified as non-research
- Research Services is required to follow up on all projects that are classified as non-research
- The start date is months in advance
- Research Accounting will notify you that your project has been set up close to the project start date
If your project has not been set up within the timeline outlined to you by the Research Grants Officer, please contact RTA Help at email@example.com or (403) 210-7900.
Please contact firstname.lastname@example.org or visit the Integrated Service Centre for any post-award financial questions.
Requirements depend on the funding agency. It is the responsibility of the project holder to contact the agency to request an extension. Some agencies may not allow extensions. Once official approval from the agency is received, please forward it to the appropriate Research Grants Officer in Research Services (or email@example.com if you are unsure of who to contact). Tri-council has specific regulations around extensions – some programs have automatic extension periods, and others require written approval. Please consult the tri-agency financial guide for details. In the case of grants governed by agreements or sub-grants from other institutions, normally an amendment to the agreement will need to be initiated by the primary institution and executed by all parties to authorize an extension. Contact the Research Grants Officer if you are unsure of the requirements.