Scholarly Activity DatabaseManaging your Research Funds
Once you receive notification from a granting agency or industry funder that your research proposal has been approved, you are one step closer to beginning your research and having access to your funds. To assist in the administration and management of your funds, please review the information below.
If at any time you require assistance, please do not hesitate to contact:
Shelley Lumsden, Research Services Manager
Setting up a VIU Cost Centre (Grant Account)
You will receive from the Research & Scholarly Activity Office documentation to set up your research grant cost centre. It must be completed, signed, and returned to the Research and Scholarly Activity Office. This package is then reviewed for completeness, applicable ethics certifications confirmed, and then forwarded to Financial Services for processing. The cost centre request form will be uploaded to FRS for future reference, and a copy kept on file in the Research Office for financial reporting and audits.
Research Certification
If research will involve human participants, animals or biohazards, an application for certification should be made as soon as possible, as you will not be able to access funds until certification is in place. For more information, please visit the applicable web site or contact:
- Animal Care Committee
- Research Ethics Board - for research
involving human participants.
If you are not sure if your research requires certification please contact the Research Ethics Board. - Biohazard Certification - Please contact the Health and Safety Office: (250)740-6283, safety@viu.ca.
Monitoring Your Funds through VIU’s
Online Financial Record System (FRS)
FRS will allow you to monitor transactions and check balances. In addition, important documents and links specific to your grant will be uploaded to FRS. To access the system, login to the VIU Financial Services web page, choose the first option, "Cost Centre Summary/Detail." You can then view any uploaded documents by clicking on the View Documents tab.
Incurring Expenditures and other Purchasing Information
The granting agency usually has guidelines governing eligible expenses for your grant. All purchases must follow those guidelines. NSERC, SSHRC and CIHR all have expenditure guidelines which are available on the Tri-Agency Use of Grant Funds web page.
The Purchasing Department is authorized to find, negotiate with, and manage the suppliers of goods and services required by VIU. Employees may make contact with prospective vendors to secure technical information, but except with the approved use of an institutional purchasing card, shall not commit VIU to an order. Purchasing cards are available for smaller purchases; see the Purchasing Cards web page for more information.
Travel: Travel expenses (airfare, accommodation, meals) can be easily covered
with a purchasing card, PROVIDED this option is applied for and approved at
the time the P-card application form is filled out. Cardholders with travel
privileges are allowed to use the card for travel. Alternatively, you can
use the services of a travel agency and arrange for a purchase order to be
issued. Contact the Purchasing Department for more information.
Human Resources: If you are hiring consultants please contact Purchasing to
draw up a service contract. For other employees, please see below.
Equipment and Furniture: Please contact Purchasing for assistance and allow sufficient time for your order to be properly processed. Institutional standards are in place for many items such as computer equipment and furniture. Purchasing will ensure that approvals from the appropriate areas are in place (such as IT Services or Health and Safety). Purchasing will assist with all purchases, regardless of amount.
See the Purchasing Department Web site for a contact list of personnel by faculty areas.
Hiring Students to Help with Your Research
For VIU student employment, contact the Campus Career Centre at 250-740-6420. For other research appointments, the Research & Scholarly Activity Office can provide advice and assistance.
Important Granting Agency Links to
Guidelines and Terms and Conditions
The Tri-Agency (NSERC, CIHR and SSHRC), along with other granting agencies, reserve the right to audit any grant and VIU is subject to financial monitoring visits. Therefore, upon accepting your grant, it is most important that you become familiar with the granting agency guidelines and terms and conditions. Please see below for important links to some of the granting agencies. The guidelines, terms, and conditions of your grant will normally be outlined in your notification letter or contract. If you choose to contact a granting agency directly, please note that the Research and Scholarly Activity Office would appreciate being copied on any e-mails regarding eligibility requirements or financial administration.
NSERC (Natural Sciences and Engineering Research Council):
- Financial
Administration Guidelines
This site provides most eligible and non-eligible expenditure information. In the event that you do NOT find the information you are looking for about a particular expenditure, please contact:
Use of Funds General Inquiries
Phone: 613-995-2694
E-mail: award@sshrc-crsh.gc.ca - Reporting
Scroll down to "Supporting Evidence" for an explanation of what documentation is required by the agency and thus, what must be submitted to VIU 's Financial Services to accompany any financial transaction. The important section begins with, "Grantees must be able to provide supporting documentation for all expenditures charged to their grant accounts." - Administrative Matters (equipment ownership and relocation, relocation or leave of grantee, deferral of installment, termination of grant).
- NSERC
Contact Directory
SSHRC (Social Sciences & Humanities Research Council):
- Financial
Administration Guidelines
This site provides most eligible and non-eligible expenditure information. In the event that you do NOT find the information you are looking for about a particular expenditure, please contact:
Finance and Award Administration Division
SSHRC
Phone: 613-995-2694
E-mail: award@sshrc-crsh.gc.ca - Reporting
Scroll down to "Supporting Evidence" for an explanation of what documentation is required by the agency and thus, what must be submitted to VIU 's Financial Services to accompany any financial transaction. The important section begins with, "Grantees must be able to provide supporting documentation for all expenditures charged to their grant accounts." - Administrative Matters (equipment ownership and relocation, relocation or leave of grantee, deferral of installment, termination of grant).
- The
SSHRC Contact Directory
CIHR (Canadian Institutes of Health Research):
- Grants and Awards Guide
See Section 2- Grants and Awards Management for post award information covering: payments; ownership of items; financial reporting; installments; intellectual property; grantee leaves. - Eligibility
of Expenses
For expense eligibility CIHR follows the Tri-Agency’s Use of Grant Funds policy. Note there are some specifics noted for CIHR awards. - CIHR Contact Us Web Page
Canada Foundation for Innovation (CFI):
All CFI awards are made to VIU, not to the Project Leader, and VIU prefers a one person point of contact; therefore, if you have any questions for CFI please contact Shelley Lumsden.
CFI reserves the right to audit any grant. In addition, VIU is subject to financial monitoring visits. Therefore, upon accepting your grant, it is most important that you become familiar with CFI’s terms and conditions.
- CFI
Policy and Program Guide
This is a comprehensive document to assist you with acquiring, managing and reporting of CFI funds:
The most commonly needed sections of the Guide are noted below:- Section 4.5 Eligible Costs for Infrastructure Projects
Note that specific regulations are in place for projects involving personnel, construction, databases and digital libraries. - Section 4.6 Eligible Costs for the Infrastructure Operating Fund (IOF)
- Section 6.2 Award Finalization
After a positive decision from the CFI Board, the University has 9 months to finalize the award and receive the funds. The following documents must be submitted to CFI by the Research and Scholarly Activity Office:- Revised Itemized List
- Summary of Secured Contributions
- Award Conditions
- Documents to address CFI conditions (if applicable)
The Research and Scholarly Activity Office will assist you with the preparation of the award finalization documents. Please contact Shelley Lumsden. See the Administrative Guidelines for CFI Applications and Awards for more details.
- Section 6.6 Changes to Infrastructure Projects once the Award Agreement is in Place
This section covers the following situations: unable to complete the project, change in project leader, delay in infrastructure acquisition, change to infrastructure, project end date extension - Section 6.7 Financial Reporting
RSAO is required to submit an annual financial report on your project and a final financial report upon project completion. These reports are prepared by Financial Services and we will contact you if there are any questions. - Section 7.3 Reporting Requirements
CFI requires the project leader to complete an annual progress report for 5 years following award finalization. For some, shorter term projects this means that reports will still be due after the project is completed. RSAO will contact you when these reports are due.
- Section 4.5 Eligible Costs for Infrastructure Projects