Tri-Agency Awards – 101

1. Tri-Agency Awards – 101 A Presentation by Research Accounting on Tri-Agency Award Management

2. Natural Sciences and Engineering Research Council of Canada Conseil de recherches en sciences naturelles et en génie du Canada Instituts de recherche en santé du Canada Canadian Institutes of Health Research

3. 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?

5. 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?

7. 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

8. 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

10. 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

12. 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

14. How can I spend my grant?

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

16. How can I monitor my spending?

17. 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

19. 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?

20. Where can I find more information? • Tri-Agency Financial Administration Guide http://www.nserc-crsng.gc.ca/Professors-Professeurs/FinancialAdminGuide-GuideAdminFinancier/index_eng.asp • Tri-Agency Use of Grant Funds http://www.nserc-crsng.gc.ca/Professors-Professeurs/FinancialAdminGuide-GuideAdminFinancier/FundsUse-UtilisationSubventions_eng.asp Tri-Agency Eligibility Criteria http://www.nserc-crsng.gc.ca/NSERC-CRSNG/Eligibility-Admissibilite/faculty-corpsprof_eng.asp

21. At Carleton • Research Accounting http://www2.carleton.ca/finance/research-accounting/ • Accounts Payable http://www2.carleton.ca/finance//business-operations/accounts-payable • University Policies http://www2.carleton.ca/secretariat/policies/ • Mileage and per diem rates http://www.njc-cnm.gc.ca/directive/index.php?sid=98&lang=eng • Convert exchange rates http://www.bankofcanada.ca/en/rates/exchange.html

22. QUESTIONS?