The grant recipient and the administering institution are both responsible for ensuring the eligibility of expenses. Unless otherwise specified in program/funding literature and any agency agreements, grant recipients may deviate from the proposed research/activities. They are not required to strictly adhere to the allocation of funds set out in the application, as long as they use their grant for the broad purpose for which it was originally awarded.

Grant recipients may submit a request for an extension to the automatic extension for 1 calendar year (i.e., 12 months), under the following circumstances only:

Effective and economical: achieving the intended outcome with due regard for minimizing cost by avoiding unnecessary expense. This means the expenditure is considered an optimal use of the funds, which may not necessarily mean the “lowest cost.” For example, an unnecessary expense may occur when an item or service, no matter the cost, is ineffective in achieving the intended outcome (i.e., creates undue burden on the funded activities such as research delays, additional expenses, lost time and/or effort due to overly burdensome administration).

The administering institutions are responsible for conducting the annual eligibility confirmation exercise according to the relevant agency eligibility criteria.

Outstanding commitments: an outstanding commitment (unpaid invoice) occurs when the grant recipient, or administering institution, has received a good or service before the end date of the grant or, if applicable, within the ATUF period of the grant and the invoice for the good or service was not paid within that timeline.

The sound stewardship of agency funds relies on collaboration and common understanding between the Agencies, administering institutions and grant recipients of their respective roles and responsibilities.

If the term of a commitment extends beyond the phase-out period, the committed costs incurred beyond the phase-out period are the administering institution’s responsibility.

Administering institution (secondary): an institution to which funds are transferred from a primary administering institution. It may be an “eligible institution” or “non-eligible institution.”

Direct costs: essential expenditures that would not have been incurred had the grant not been undertaken. Accordingly, they can be directly assigned to the grant activities with a high degree of accuracy.

Grant recipients may submit a request for an extension to the automatic extension for 1 calendar year (i.e., 12 months), under the following circumstances only:

The Agencies’ roles and responsibilities are outlined in the Agreement on the Administration of agency Grants and Awards by Research Institutions, the program/funding opportunity literature and relevant agency agreements. The following is an overview of the Agencies’ roles and responsibilities:

CIHR: Intellectual Property and Patents NSERC: Intellectual Property SSHRC: Intellectual Property and Copyright

Changes made to this year’s guide supersede the last version (April 1, 2023) of the Guide and take effect on April 1, 2024. The Summary of changes is now available.

Unless otherwise specified by the funding opportunity or program guidelines, compensation in the form of an eligible expense may be paid to Indigenous Elders, Indigenous Knowledge Keepers, or Indigenous People affiliated with not-for-profit organizations who are not already being compensated for conducting research. For more information, please go to: https://www.sshrc-crsh.gc.ca/about-au_sujet/policies-politiques/statements-enonces/remuneration_indigenous_peoples-remunerations_peuples_autochtones-eng.aspx.

Hospitality costs (non-alcoholic refreshments and/or meals) must be directly related to the funded research and be incurred for:

The deferral of grant instalments may enable grant recipients to extend the authority to use the grant funds period for a maximum of two years, demonstrating good fiscal management of grant funds. The original grant end date will be adjusted accordingly.

2 calendar years (i.e., 24 months from the funding end date: if an expiry is February 28, 2025, the extension period will end on February 28, 2027)

The Agencies will not assume any responsibility for financial commitments made during the retroactive period, should there be a change in funding.

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Equipment: any item (or interrelated collection of items comprising a system) of tangible and intangible (software, licenses, etc.) property, which is used wholly or in part for research.

Part 2: Use of grant funds continues to apply during the grant recipient’s maternity, parental, medical or family-related leave and during the extension period.

Eligible institution: an institution (a) that meets the requirements for eligibility to receive funding set out in guidelines issued by the agency and (b) that has signed the Agreement on the Administration of agency Grants and Awards by Research Institutions.

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“Gifts” are cash or in-kind items provided freely as a token of appreciation, respect and/or goodwill. Gifts can be offered to establish/facilitate relationships with individuals or groups who are involved in the research/activity as participants or as research partners/contributors (i.e., guest researchers, research partners or community stakeholders) under the following circumstances:

Administering institutions that use the online Financial Data Submission and Reconciliation (FDSR) system are not required to return the annual reconciliation report to the relevant agency.

Grant recipients’ and any delegates’ roles and responsibilities are outlined in the program/funding opportunity literature and relevant agency agreements, as well as throughout this guide. The following is an overview of the grant recipients’ and any delegates’ roles and responsibilities:

In the presence of both agency and institutional policies, the agency policy prevails, recognizing that the grant recipient must also comply with applicable institutional requirements.

The Agencies encourage the use of a letter of agreement between the institutions involved to confirm ownership and the associated responsibilities for the maintenance, use and access of the transferred equipment.

Any residual balance remaining in the grant account may be transferred to a special agency-specific account known as a General Research Fund (GRF) after approval by the relevant agency. The GRF is a trust account under the authority of the president of an administering institution (or an authorized delegate), into which the residual balances from the previous fiscal period are transferred with the authorization of the granting Agencies. Please refer to the Agencies’ program list.

For information on extension requirements, please refer to the Extension period for the authority to use grant funds section.

Administering institutions are responsible for overseeing that travel and travel-related subsistence expenditures submitted for reimbursement from the grant funds are:

The administering institution is responsible for submitting the extension request to the relevant agency using the Grant Amendment Form. If the extension is not approved, the grant recipient has three months to pay all expenses incurred before the grant end date or, if applicable, before the end of the automatic one-year extension period for the use of the grant funds provided by the relevant agency. See Table 1: Programs with automatic extensions by agency. The grant recipient must inform team members, other concerned individuals and all involved research institutions of the outcome of extension requests.

Individuals who conduct research independently: researchers with a status/position that gives them autonomy to design and direct their own research/activities. Researchers who are under the direction or supervision of another are not considered to conduct research independently (i.e., research technicians, postdocs and research associates).

Additional eligibility criteria are detailed in the program and funding opportunity literature and relevant agency agreements, if applicable.

The Agencies will periodically review the administering institutions’ use and administration of grant funds to assess the effectiveness of policies, systems and internal controls, and to ensure compliance with relevant agency requirements.

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The administering institution is responsible for informing the relevant agency of the need to terminate the grant by completing the Grant Amendment Form.

In recognition of the cultures and traditions of First Nations, Métis and Inuit, Elders and other Knowledge Keepers who also fulfill another role (i.e., an independent researcher) are eligible to receive gifts in a ceremonial or other context.

“Honoraria” refers to monetary payments made on a one-time or non-routine basis to an individual as a “thank you” for a service for which fees are not traditionally paid (i.e., speeches, lectures, seminars, etc. by a guest lecturer/speaker). Grant recipients and/or individuals who conduct research independently as part of the terms and conditions of their employment, including but not limited to researchers in academia, hospitals and research institutes cannot receive honoraria from tri-agency grants.

The Tri-agency Guide on Financial Administration, “the Guide,” is a comprehensive resource for grant recipients and administering institutions to ensure understanding of the principles and directives that govern post-award administration of grants funded by CIHR, NSERC and/or SSHRC.

The administering institution is fully liable for covering grant over-expenditures or over-commitments for current and prior fiscal periods. The Agencies assume no responsibility for these costs.

The administering institution controls the grant funds, disburses salaries and other expenditures authorized by the grant recipient or delegate and provides periodic statements to the grant recipient and the agency on the status of grant funds.

The grant recipients and administering institutions must fulfill their respective responsibilities in accordance with all relevant agency policies.

Administering institutions’ roles and responsibilities are outlined in the Agreement on the Administration of agency Grants and Awards by Research Institutions, the program/funding opportunity literature and relevant agency agreements. The following is an overview of the institutions’ roles and responsibilities:

The administering institutions are responsible for notifying the relevant agency as soon as possible of a change in a grant recipient’s eligibility, by completing the agency’s Grant Amendment Form, as per the Agreement on the Administration of agency Grants and Awards by Research Institutions.

Agency grant funds are provided to cover some or all direct costs of the research, and the benefits from their use must be directly attributable to the research/activities.

The Agencies may authorize a phase-out period of up to six months from the termination date to settle outstanding eligible commitments or expenditures. In the event of the death of a grant recipient, the phase-out period is 12 months.

The administering institution retains ownership of equipment purchased with agency grant funds. Grant recipients who want to transfer equipment to another institution must obtain the prior approval of the administering institution.

The provision of gifts and incentives to participants requires the prior approval of the administering institution’s research ethics board. Grant recipients have an ethical duty to protect participants’ confidential information and provide documentation to justify the gifts and incentives. Please refer to the Tri-Council Policy Statement: Ethical Conduct for Research Involving Humans - TCPS 2 (2022).

Subject to agency approval and the provisions of the specific program/funding opportunity literature, grant recipients may request an extension of up to two years beyond the end date or during the authority to use funds period. Such a request must follow the requirements stated in the Extension period for the authority to use grant funds section.

If the administering institution considers that the grant-related purpose for the gifts, honoraria and incentives is unclear, a justification must be obtained from the grant recipient.

Directives: formal instructions that oblige one to take (or avoid) specific actions in order to achieve the agency’s desired objective/outcome.

The Agencies’ stance on the ownership of items purchased with grant funds does not supersede any federal or provincial legislation on this issue.

Any residual balance remaining in the grant account must be returned to the agency by direct deposit or by means of a cheque made payable to the Receiver General for Canada.

Primary administering institutions are responsible for providing the relevant agency with the final Grants in Aid of Research Statement of Account (Form 300) and/or the Grants in Aid of Research Statement of Account - College and Community Innovation (CCI) program (Form 301).

Incentives: cash or in-kind items offered to participants to establish potential participant pools or to acknowledge their participation in the research/activity.

The Agencies consider a leave as time during which the grant recipients’ employer allows them to take time away from their regular duties and responsibilities so they can focus on their research, career, personal or professional development while continuing to be employed by the administering institution. The Agencies recognize that career requisites, expectations around location, duration and scope of such leaves are governed by institutional policies and/or collective agreements.

Grant instalments are funded through annual parliamentary appropriations and the conditions that may be attached to them. The Agencies reserve the right to defer or suspend subsequent instalments if the parliamentary appropriations are reduced or cancelled, or if the need for funds is not demonstrated.

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The grant recipient may submit a request for an extension to the automatic extension by 1 additional calendar year (i.e., 12 months), under the following circumstances only:

The Tri-agency Guide on Financial Administration was recently revised to reflect the participation of all three granting agencies—the Canadian Institutes of Health Research (CIHR), the Natural Sciences and Engineering Research Council of Canada (NSERC) and the Social Sciences and Humanities Research Council of Canada (SSHRC).

The administering institutions will be contacted annually by the relevant agencies and receive more details on the process.

The Agencies review the reported fund balances from the annual Grants in Aid of Research Statement of Account (Form 300) and/or the Grants in Aid of Research Statement of Account - College and Community Innovation (CCI) program (Form 301) provided by the grant recipient. They may require the grant recipient to justify the need for the next instalment. The Agencies may defer a recipient’s next instalment, if, at the sole discretion of the agency involved deems that the grant recipient’s build-up of funds has not been properly justified.

The administering institutions are responsible for providing the relevant agency with the final form 300 and/or form 301 for all grants that have expired.

Administering institutions: organizations that receive and administer grant funds on behalf of the agency and the grant recipient.

Supplements to Discovery Grants (Discovery Accelerator Supplement, Discovery Launch Supplement, Northern Research Supplement, DND/NSERC Discovery Grant Supplements)

Administering institutions are responsible for ensuring that the goods and services acquired for the funded research/activities are:

Stipend: financial support given to a recipient of a training award, or provided by a grant recipient to a trainee, to support them while they are working on their research thesis and/or gaining research experience.

Upon notification that a grant recipient’s status has changed, the agency will conduct a review to determine the continued eligibility of the grant recipient. Upon notification that a grant recipient is no longer eligible to hold an agency grant, the Agencies will consider the situation with a view to providing the grant recipient with a set time frame to re-establish eligibility prior to terminating the grant. Grant funds cannot be used until an eligible status has been confirmed.

Administering institutions are responsible for ensuring that hospitality expenditures for the funded research/activities are:

The provision of gifts, honoraria and incentives must be in accordance with the administering institution’s policies and processes.

All grants have a stated end date. However, the grant recipients’ and delegates’ authority to use the funds beyond the end date (i.e., authority to use funds period) may be extended by the relevant agency to allow grant recipients to bring research/activities to a close.

All travel and travel-related subsistence expenditures (meals and accommodation) must be claimed in accordance with the administering institution’s relevant policies and processes.

Compliance with this guide is a condition of applying for, holding or administering agency grant funds. Any recourse that may be exercised for a confirmed breach of agency requirements will be commensurate with the nature of the breach.

Salary: remuneration for work performed by individuals, which constitutes a direct cost of research for which the funds were awarded, in accordance with institutional employment contracts or collective agreements, where applicable.

Matters involving financial mismanagement, where there is evidence of fraud or other unlawful activity, are referred to the appropriate authorities as per the Treasury Board Directive on Public Money and Receivables.

Grant recipients that decide to pursue commercialization of any results of the research are required to adhere to institutional and agency policies governing the assignment of intellectual property.

The Agencies may also authorize the termination of an institutional grant when the conditions under which the funding was awarded are no longer being met.

The grant recipients are responsible for ensuring that they continue to meet the relevant agency’s eligibility criteria to hold their grant as detailed in the grant’s terms and conditions.

Gifts, honoraria and incentives can be offered to an individual or group whose involvement in the funded research/activities is voluntary (i.e., not part of a contractual obligation or professional service) and the individual is not a member of the grant team.

The administering institution may transfer ownership of items through a gift or sale. Proceeds from the sale of items should be used for research-related purposes.

The grant recipient may submit a request for an extension to the automatic extension by 1 additional calendar year (i.e., 12 months), under the following circumstances only:

“Incentives” refers to cash or in-kind items offered to human participants as a means to establish participant pools or to acknowledge their participation in the research/activity.

Administering institutions are responsible for monitoring the agency requirements stated above as part of their annual continuing eligibility reporting exercise. Please refer to the Continuing Eligibility section.

The grant recipients are responsible for informing their primary administering institution that they want to relocate their grant to another administering institution. The primary administering institution is responsible for submitting the change request to the relevant agency by completing the Grant Amendment Form.

International researchers may be compensated from grant funds, provided their employer can attest, by letter, that the individual is not being compensated by the employer for time spent on the grant-funded research/activities.

Honoraria: monetary payments made on a one-time or non-routine basis to an individual as a “thank you” for a service for which fees are not traditionally required (i.e., for speeches, lectures, seminars, etc. by a guest lecturer/speaker).

Individuals employed to work on funded research/activities are not considered employees of the Agencies and can be compensated via salary or stipend from the grant funds. If employment includes the provision of compensation benefits, the administering institution’s share of the costs of mandated compensation benefits is eligible for reimbursement from grant funds. Only individuals employed and compensated from agency grant funds to work on the funded research/activities are eligible for mandated severance pay for the period of time the individual worked on the current grant.

The Canadian Institutes of Health Research (CIHR), the Natural Sciences and Engineering Research Council of Canada (NSERC) and the Social Sciences and Humanities Research Council of Canada (SSHRC), “the Agencies,” are federal government granting agencies entrusted with managing public funds to enable and support a world-class, Canadian research enterprise. Pursuant to the Treasury Board Policy on Transfer Payments and its underlying principles of integrity, transparency and accountability, the Agencies must hold those who receive and administer agency funds to the highest standards of grants stewardship.

The employment and compensation of individuals working on the funded research/activities must be in accordance with the administering institution’s relevant policies and processes.

Such expenditures, including reasonable out-of-pocket expenses, can be claimed for the grant recipient and other individuals who contribute to the funded research/activities. For claimants other than the grant recipient, the affiliation with the funded research/activities must be specified.

The administering institutions are responsible for completing, approving and submitting an annual statement of account expenditures to the relevant agency using the agency’s Grants in Aid of Research Statement of Account (Form 300) and/or the Grants in Aid of Research Statement of Account - College and Community Innovation (CCI) program (Form 301), for every grant for the period ending March 31 of each year. The administering institution must return the Form by June 30.

The Tri-agency does not pass judgement on the eventual commercial success of research, nor does it retain or claim any ownership of, or exploitation or proprietary rights to intellectual property, copyright or inventions developed/resulting from research supported with agency grant funds.

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If the administering institution considers that the grant-related purpose for the hospitality is unclear, a justification must be obtained from the grant recipient.

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As part of the Greening Government Strategy, travel expenditures may include the cost of carbon offset credits. Please refer to the Tri-agency carbon offset statement.Footnote1

Administering institutions are responsible for ensuring that gifts, honoraria and incentives expenditures for the funded research/activities are:

Refer to the Tri-agency Framework: Responsible Conduct of Research (2021) for information on how the Agencies address allegations about the responsible conduct of research, including the procedures to be followed with respect to a breach of an agency requirement.

The Agencies will provide maternity/parental leave supplements within 12 months following a child’s birth or adoption to eligible students and postdoctoral fellows who are paid out of agency grants and who are the child’s primary caregivers. The supplement paid to the grant recipient will be based on the students’ and/or postdoctoral fellows’ current salary/stipend from the grant for up to 12 months to cover the leave period.

A secondary administering institution may subsequently transfer a portion or all of the transferred funds to an eligible member of the grant team located at another institution (third administering institution), if permitted by the primary administering institution in the agreement between the primary and secondary administering institution. As such, when transferring all or a portion of a grant recipient’s funds, the secondary administering institution must ensure that there is an agreement with the tertiary administering institution for administering the transferred funds. In addition, program and funding opportunity literature and any relevant agency agreement should be verified to ensure such transfers are allowed.

Adjustments made to grant accounts with respect to travel and travel-related subsistence expenses require documentation (such as a journal voucher, etc.) justifying the adjustment, as well as the grant recipient’s or delegate’s authorization.

The administering institution oversees how grant funds are used and has the authority to withhold or withdraw approval of expenditures from the grant account if the expense:

If a phase-out period is not authorized, the administering institution is responsible for all outstanding commitments or expenditures.

Hospitality costs incurred for interactions between participants involved in day-to-day funded research/activities, such as regular interactions with colleagues from the institution, personnel meetings and staff recognition events, cannot be reimbursed from agency grant funds.

Administering institutions are required to comply with financial reporting requirements for expenditures as outlined in the Annual reporting section. To facilitate the annual reconciliation of the GRF, please note the following:

The following section sets out directives (mandatory requirements), their related principles and roles and responsibilities. These provide a framework for administering institutions and grant recipients to exercise sound judgement and due diligence in their decision-making process concerning the use of agency grant funds.

To facilitate research collaboration between the grant recipient and eligible members of the grant team at another location, the grant recipient and administering institution (primary administering institution) may transfer a portion or all of the grant funds to an individual’s institution (secondary administering institution) for subsequent use. The roles and responsibilities of the primary administering institution for the administration of grant funds are detailed in the Agreement on the Administration of agency Grants and Awards by Research Institutions or other agreements with the Agencies. If grant funds are transferred from the primary administering institution to another institution, the transfer must comply with the agency’s applicable financial policies and procedures, via an agreement.

The Agencies’ commitment to EDI is captured above in the Tri-agency Statement on EDI and in the Tri-agency Equity, Diversity and Inclusion Action Plan.

If the request is approved, the agency will arrange to transfer the grant and close the corresponding grant account(s) at the former administering institution.

Agency funds may be used to cover a portion of the indirect costs of grant activities only when explicitly permitted by the program/funding opportunity and any relevant agency agreements, as well as this guide.

The Agencies are supportive of grant recipients who take such leaves during their grant-funded research/activities and will continue to issue the grant payments as scheduled, provided the following requirements are met:

Indirect costs: the operational costs that underpin an institution’s research activities (i.e., heating, lighting, ethics reviews, facilities for animals used in research, management of intellectual property, environmental assessment and safety compliance). The services that give rise to indirect costs are institutionally based and are not specific to individual research grants.

For the roles and responsibilities of the institution with regard to the ownership and transfer of equipment, consult section 4.7: Ownership of Equipment and Facilities of the Agreement on the Administration of agency Grants and Awards by Research Institutions.

Gift: cash or in-kind items provided freely (i.e., requiring no payment in return), as a token of appreciation, respect and/or goodwill.

The Agencies are supportive of grant recipients who take such leave during their grant-funded research/activities and recognize that the terms and conditions of such leaves, including duration and scope, are governed by institutional policies and/or collective agreements. The Agencies also recognize that an extended leave granted by the institution may have an impact on funded research. The Agencies will continue to issue the grant payments as scheduled and may provide an extension period, with or without supplemental funds, provided the following requirements are met:

The Agencies view postdoctoral studies as a short-term period of training to prepare individuals for research careers. To this end, the Agencies aim to promote the mobility and career progression of postdoctoral fellows by encouraging reasonable compensation for time spent working on grant recipients’ funded research/activities. The Agencies defer to the administering institutions’ policies concerning the length of tenure of postdoctoral studies. If no time limits are established, the Agencies strongly encourage administering institutions to develop a policy.

A residual balance refers to the funds remaining in a grant account after the payment of all outstanding eligible commitments and expenses incurred on or before the grant end date or, if applicable, the extension period for the use of grant funds (please refer to the Extension period for the authority to use grant funds section).

Grant recipients are responsible for informing their administering institution of the extension request and the administering institution is responsible for submitting the extension request to the relevant agency by completing the Grant Amendment Form.

Authority to use funds (ATUF) period: the period during which grant funds are to be expended, between the start date of the grant as noted on the formal notification of the award and the end date of the grant; this period also includes automatic extensions (as noted in Table 1: Programs with automatic extensions by agency) or any other requests for an extension.

Postdoctoral fellow: an individual who has completed a doctoral degree and who is engaged in a temporary period of mentored research and/or scholarly training to pursue a career in a particular area of research.

Eligible administering institutions may receive a Government of Canada supplement through the Research Support Fund (RSF), which is intended to help pay for a portion of the indirect costs associated with managing agency-sponsored research. Please refer to the RSF website for examples of indirect costs covered by the program.

Note: agency-specific requirements NSERC and SSHRC permit the transfer of grant funds to co-applicants and co-directors, but not to collaborators. NSERC only permits the transfer of grant funds to NSERC-eligible institutions. CIHR permits the transfer of grant funds to individuals supporting the grant activities at other locations, including but not limited to principal applicants.

The Government of Canada recognizes the importance of decreasing greenhouse gas (GHG) emissions in order to reduce the negative impacts of climate change on Canada and globally. In this context, the Agencies encourage grant recipients to consider the necessity of grant-funded travel, and to reduce this when possible. When grant-funded travel is necessary for the research activities, the Agencies encourage grant recipients to use lower-carbon forms of transportation to help reduce GHG emissions. The Agencies consider carbon offset costs (related to air travel or other transportation) to be an appropriate use of grant funds for research/activities that are aligned with the principles and directives of the Tri-agency Guide on Financial Administration.

This guide is applicable to CIHR, NSERC and/or SSHRC grants, unless specified otherwise in the program/funding opportunity literature and any relevant agency agreements, including the terms and conditions of the grant.

The Agencies support the transfer of funds between administering institutions, provided each transfer meets the following requirements:

If the administering institution considers that the grant-related purpose for employing and compensating an individual is unclear, a justification must be obtained from the grant recipient.

Grant recipients are responsible for ensuring that they carry out their grant activities in accordance with the EDI policies and practices of their administering institutions.

The Agencies defer to the administering institutions’ policies to establish the allowable period of travel. In the absence of an institutional policy, the Agencies recommend following the federal government’s National Joint Council (NJC) Travel Directive.

Adjustments made to grant accounts with respect to compensation expenses require documentation (such as a journal voucher, etc.) justifying the adjustment, as well as the grant recipient’s or delegate’s authorization.

1 fiscal year (i.e., up to March 31 of the next full fiscal year; if an end date is September 30, 2019, the automatic extension period will end on March 31, 2021)

Residual balance: refers to the funds remaining in a grant account after the payment of all outstanding eligible commitments and expenses incurred on or before the grant end date.

The administering institution is responsible for recognizing the importance of equity, diversity and inclusion (EDI) in its policies and practices, as stated in the Agreement on the Administration of agency Grants and Awards by Research Institutions. All administering institutions that accept agency funding must make concerted efforts to develop and implement policies and procedures that advance the goals of EDI in the use of grant funds, to achieve equitable participation in the research system.

At the discretion of the administering institution, eligible expenses committed during the retroactive period (see Part 2: Use of grant funds) may be paid from the grant account during the active grant period (including the authority to use funds period).

If applicable and permitted by the funding opportunity, rather than terminate the grant, the relevant agency may approve requests to replace the grant recipient or transfer the grant to an eligible individual on the grant team, as recommended by the administering institution as per the Changing individuals on the grant team section.

Administering institutions are required to disclose to grant recipients their policy on intellectual property rights and ownership arising from supported research.

The administering institution is responsible for submitting a request to change the grant recipient or individuals on the grant team by completing the Grant Amendment Form for the relevant agency’s approval.

Note: Please refer to the relevant website for agency-specific provisions related to leaves. NSERC provisions for family and medical leave: Grant recipients may be eligible to receive up to two years of additional funding at the same level of their current grant.

Automatic extensions do not apply to special Alliance call funded jointly with other organizations unless specifically mentioned in the special call literature.

Compensation benefits: employment-based benefits that are mandated by legislation, (such as, but not limited to, Canada Pension Plan, Employment Insurance, etc.), and/or are mandated by the administering institutions’ employment policies, collective agreements, etc. (such as, but not limited, to health and dental insurance, etc.).

When grant recipients have a build-up of funds in their grant account and they determine that the scheduled instalment for the next financial year will not be needed at that time, they are responsible for informing their administering institution that a deferral of the next instalment is necessary. The administering institution is responsible for submitting the deferral request to the relevant agency via the Grant Amendment Form.

If the administering institution considers that the grant-related purpose for the travel is unclear, justification must be obtained from the grant recipient.

The GRF must reinvest residual balances to support research within the institution, as well as enhance the quality of research in the fields of natural sciences and engineering or social sciences and humanities. For example, the GRF could be used to provide small start-up grants to new professors, bridge funding to professors who are between applications or provide additional funds to professors in support of their research.

Adjustments made to grant recipients’ fund accounts with respect to gifts, honoraria and incentives expenses require documentation (such as a journal voucher, etc.) justifying the adjustment and the grant recipient’s or delegate’s authorization.

Adjustments made to grant recipients’ fund accounts with respect to hospitality expenditures require documentation (such as a journal voucher, etc.) justifying the adjustment and the grant recipient’s or delegate’s authorization.

Each agency produces an annual reconciliation report for the administering institutions to confirm the accuracy of the agency’s grant instalment payments.

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The administering institution is responsible for submitting a request for paid maternity/parental leave supplements to students and postdoctoral fellows by completing the Grant Amendment Form for the relevant agency’s approval.

The Agencies are responsible for authorizing the termination of a grant when the grant recipient no longer meets the eligibility criteria as per the Continuing eligibility section or is unable to carry out the grant responsibilities.

The administering institutions will be contacted annually by the relevant agency and will be provided with more details about the process.

The Agencies issue the grant funds to administering institutions on behalf of grant recipients when all payment conditions detailed in the program/funding opportunity literature have been met.

The grant recipients are responsible for immediately informing their administering institution of any change to their status that may contravene the eligibility requirements of the relevant agency.

If both parents are supported by grant funds, each parent may take a portion of the leave for a combined maximum of 12 months. The supplement will be pro-rated if the student or postdoctoral fellow is being trained in research on a part-time basis.

The acquisition of goods and services for the funded research/activities must be undertaken in accordance with the administering institution’s relevant policies and processes.

Only the grant recipient can delegate authority to use the grant funds. The delegate should possess the skills and knowledge necessary to exercise the role effectively. Approval of the delegated authority must be formally documented using an appropriate delegation instrument and in accordance with the administering institution’s relevant policies and requirements. To ensure due diligence in the review and approval of expenditures, the delegation of authority instrument must be accessible for reference by relevant staff of the administering institution.

If the administering institution considers that the grant-related purpose for acquiring a good or service is unclear, a justification must be obtained from the grant recipient.

Administering institution (primary): an administering institution in direct receipt of grant funds, which it transfers to a second institution to facilitate research collaboration.

The Agencies view the deferral of instalments as one means of sound financial stewardship of public funds. The Agencies are responsible for issuing instalments that correspond to the cash flow requirements of the grant recipient’s funded research/activities.

The Agencies will not consider requests for extensions if the administering institution has not submitted a Grants in Aid of Research Statement of Account (Form 300) and/or the Grants in Aid of Research Statement of Account - College and Community Innovation (CCI) program (Form 301) for each of the grant’s fiscal periods. Requests will also not be considered after the end date for grants not subject to the automatic one-year extension nor to grants whose automatic one-year extension period has ended. Also, requests will not be considered if the grant funds remaining in a grant account have been returned to the funding agency or have been transferred to the administering institution’s General Research Fund (SSHRC and NSERC grants only).

Participants: as defined in the Tri-Council Policy Statement: Ethical Conduct for Research Involving Humans - TCPS 2 (2022).

The administering institution assumes ownership of all items, including equipment purchased with agency grant funds. As owner, the administering institution is responsible for ensuring that the items are used to support the grant recipients’ funded research/activities. Decisions on the use and management of the items should be made between the institution and the grant recipient or user group.

Retroactive period: begins as of the date the grant recipient is formally notified of the funding decision and ends on the actual start date of the grant.

To ensure independent oversight and clear segregation of authorities, the individual approving grant expenditures (grant recipient or delegate) cannot be the same individual who is responsible for approving the resulting financial transaction(s).

The administering institution is responsible for submitting a Grant Amendment Form prior to or during the eligible paid parental leave period. All requests are subject to the relevant agency’s approval, and the Over-expenditures policy applies if the paid maternity/parental leave supplements are advanced to the students and postdoctoral fellows prior to agency approval.

The following takes precedence over this guide and should be referred to when assessing if an expenditure is an appropriate use of grant funds:

Accountable advance: Funds are advanced to an individual to pay for the acquisition of a specified good or service or provided as an advance in a context such as travel expenditures. The appropriate use of the funds is reconciled to the advance via proof of use such as an invoice, receipt, bill, etc.

The administering institutions are responsible for retaining a copy of the form 300 and/or form 301, signed by the grant recipient and the administering institution, for at least seven years.

Such transfers represent a transfer of responsibilities as well as of funds. The transfer of funds agreement helps ensure that individuals and the institutions receiving the funds fully understand their responsibilities (i.e., authorization of expenses, purpose for which the funds must be used, appropriate use of grant funds, reporting to the other administering institution, etc.). Requirements to be addressed in the transfer of funds agreement for eligible and non-eligible institutions can be found in Appendix 2.

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The grant recipients are responsible for ensuring that individuals on the grant team meet any applicable eligibility criteria detailed in the program and funding opportunity literature as well as in any relevant agency agreements.

For the administering institution’s responsibilities with respect to ownership and use of equipment, consult section 4.7: Ownership of Equipment and Facilities of the Agreement on the Administration of agency Grants and Awards by Research Institutions.

Alliance grant recipients may submit a request for an extension to the automatic extension for 1 calendar year (i.e., 12 months), under the following circumstances only:

The relevant agency is responsible for approving such requests. Requests will be considered only if the grant recipients remain eligible to hold their grants as per the Continuing eligibility section.

The administering institutions are responsible for monitoring the agency requirements stated above as part of their annual continuing eligibility reporting exercise. Please refer to the Continuing eligibility section.

Subject to the restrictions above, individuals employed and compensated by another organization for the time spent on the funded research/activities cannot be compensated from grant funds. However, grant funds can be used to reimburse the organization for costs incurred in compensating the individual for time spent on the grant activities.