1. Fig. A 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 to research needs Benefit must directly link to research rather than to an individual or group If no agency policy, then institutional policy applies (e.g. travel per diem rates) Program descriptions explain special eligible and non-eligible expenses specific to 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 place of 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 autorities

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 Pascale Saulnier, Senior Financial Monitoring Officer Pascale.saulnier@nserc.ca or pascale.saulnier@sshrc.ca Carl Boisvert, Senior Financial Monitoring Officer Carl.boisvert@nserc.ca or carl.boisvert@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 Chantal Beaudry, Senior Financial Monitoring Officer cbeaudry@cihr-irsc.ca

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

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