College Operational Policy
Policy Title: | Financial Administration of Research Funds | Number: | FIN 515 |
Policy Owner: |
Senior Vice-President Corporate Services and CFO |
Supersedes Existing Policy? | N |
Associated Procedure: | N | Date Last Approved by the CET: | February 15, 2023 |
Financial Administration of Research Funds
1. Introduction and Purpose
2. Application
3. Definitions
4. Policy Statement
5. Tri-Agency Compensation Eligibility
According to the Tri-Agency Guide on Financial Administration (TAGFA), the mandatory requirements provide direction for administering institutions and grant recipients to exercise sound judgment and due diligence in their decision-making process concerning the use of the granting agency’s funds. The compensation eligibility requirements for the five expense categories in the Guide are outlined below.
5.1 Employment and Compensation
Eligible | Non-Eligible |
Payments are eligible to research personnel | Payments to grant recipients, or those who can hold Tri-Agency funding |
Student salaries/stipends (related to research) | Management and administrative fees |
Payments to postdoctoral fellows | |
Payments to visiting researchers | |
Recruitment costs for research personnel | |
Federal employer compliance fees |
5.2 Goods and Services
Eligible | Non-Eligible |
Consulting/subcontracting/professional fees | Construction, renovation or rental of laboratories |
Computers/tablets/printers required for research | Telephone connection, rental costs or voicemail |
Specialized software for research | Office furniture |
Lab supplies | Home internet costs |
Office supplies required for research | Regular clothing |
Research equipment, freight and brokerage costs | Education-related costs (e.g., tuition or thesis related) |
Maintenance, operating and warranty costs for research equipment | Costs of moving a lab |
Staff training to utilize specialized research equipment | Space rentals |
Cell phones/smartphones/devices required for research | Insurance costs for equipment and research vehicles |
Research dissemination costs | Regulatory compliance costs (e.g., ethical review, biohazard, radiation safety) |
Books and periodicals required for research (not provided by institution) | Patent costs |
Membership fees for professional associations or scientific societies | Indirect costs |
Safe disposal of waste | Late fees |
5.3 Travel and Travel-Related Subsistence
Eligible | Non-Eligible |
Travel costs (most economical) | Commuting costs between residence and place of employment, or between two places of employment |
Meals and non-alcoholic beverages | Passports and immigration fees |
Seat selection charge (with adequate justification) | Costs associated with thesis |
Travel cancellation insurance | Examination/defence |
Entry visa fees, immunizations, baggage fees | Reimbursement for airfare purchased with frequent flyer points |
Collaborators’ travel and subsistence expenses (must relate to research planning or dissemination) | |
Relocation costs for eligible research personnel | |
One round-trip ticket between home and sabbatical location |
5.4 Hospitality
Eligible | Non-Eligible |
Hospitality costs for meetings involving grantee and external attendees for networking purposes | Food/drink purchases for meetings with Loyalist College faculty, staff or students |
Gratuities (not to exceed 20%) | Alcohol and entertainment costs |
Staff awards, recognition, retreats |
6. Additional Considerations
- Expenses incurred to conduct research fieldwork outside of the leave location are eligible and may include travel, accommodation and meal expenses.
- Expenses related to research conferences attended while on sabbatical leave are also eligible and may include the cost of the conference registration, travel, and meals (if not provided at the conference).
- Living expenses incurred in the sabbatical location (e.g., accommodation and meals) are not eligible expenses.
7. Retroactive Expenses
Expenses against Tri-Agency grants and awards cannot be incurred during the retroactive period, which is the period between the date that the grant recipient is formally notified of the funding decision and the effective grant start date (where the notification occurs before the grant start date).Exceptions may be considered in consultation with the Applied Research and Innovation Office (ARIO). Expenses must be eligible in accordance with the Guide and Loyalist operational policies.
8. Other Obligations
Annual financial reporting: Statements of account are due to the Tri-Agencies annually, by June 30 of each year. Final statements are also a requirement of most grant funds once the grant has ended. Research accounting staff and the delegated Research Grants Officer are responsible for preparing and approving all statements. Grant recipients are also responsible for reviewing and approving all statements. Continuing eligibility: Grant recipients are responsible for ensuring they continually meet eligibility requirements and should notify ARIO of any change to their eligibility status. This includes ensuring that ARIO is aware of changes to the team or other amendments.
9. Related Documents
- FIN 504 Business Expense Reimbursement Policy
10. References
- Tri-Agency Guide on Financial Administration (TAGFA)