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Guidelines for Using Your Funds: CIHR, NSERC, and SSHRC

Learn about financial accountability, responsibilities, and proper use of funds according to CIHR, NSERC, and SSHRC guidelines. Understand the integrity in research and common challenges faced in financial management.

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Guidelines for Using Your Funds: CIHR, NSERC, and SSHRC

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  1. Using Your Funds An Introduction to CIHR, NSERC and SSHRC Guidelines

  2. Using your funds • Financial accountability • Responsibilities • Proper use of funds • Integrity in research • Common challenges

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

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

  5. 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

  6. 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

  7. 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

  8. 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

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

  10. 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

  11. 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)

  12. 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)

  13. Travel and subsistence Not eligible • Commuting costs between home and placeof employment • Passports and immigration fees • Costs associated with thesis examination

  14. 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

  15. 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

  16. 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

  17. 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

  18. 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

  19. 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

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

  21. 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

  22. 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

  23. Contact NSERC and SSHRC • Financial Monitoring • Carole Crête-Robidoux, Manager carole.crete-robidoux@nserc.ca or carole.crete-robidoux@sshrc.ca • Carl Boisvert, Senior Financial Monitoring Officer carl.boisvert@nserc.ca or carl.boisvert@sshrc.ca • Nicholas Charron, Senior Financial Monitoring Officer Nicholas.charron@nserc.ca or nicholas.charron@sshrc.ca • Melanie Melo, Financial Officer melanie.melo@nserc.ca or melanie.melo@sshrc.ca

  24. 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 • Isabelle Beauvais, Manager Grants and Awards Administration ibeauvais@cihr-irsc.gc.ca • Chantal Beaudry, Senior Financial Monitoring Officer cbeaudry@cihr-irsc.gc.ca

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

  26. Using Your Funds An Introduction to CIHR, NSERC and SSHRC Guidelines

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