Account Terms of Reference

• Registration fees (402025)
• Sponsorship revenue (Account 402182).

• Internal registration fees (indents)

• Contributions from faculties or departments (Fund 210)
• Funds from other projects in Fund 330 if authorized by the Project Holder of those funds.

• Lab service and equipment user fees
• External revenue from the sale of products and services

• Internal sales and services

• Residual funds from other F330 projects.
• Lapsed residual funds from other restricted research projects, if permitted by Sponsor and there are no further restrictions on the funds.

Note: If the amount of unspent funds exceeds the higher of 20% of the amount awarded or $20,000, the Principal Investigator is required to explain how the surplus occurred, with the resultant transfer being subject to review by the Research Services Office (RSO) in consultation with the Principal Investigator, Chair, Dean and/or Sponsor, as needed.

Expenses must be research-related and must be approved by the Project Holder. Main uses include:

• Operations of a research lab
• Purchase of equipment
• Sponsor ineligible expenses on other research projects
• Transfer of expenses from an over expended project
• Meeting costs, educational forums and other similar activity for staff, students if the amount is reasonable and support the overall research program of the Project Holder

In all the above situations, the expenditures must comply with existing University policies and procedures governing the use of operating funds.

• Start-up funding for new faculty recruits in order to establish research labs and programs
• Internal matching of external awards
• Other contributions of internal funds to ongoing research activities

• Contributions from faculties or departments (Fund 210 or 100)
• Funds from another Internally Funded Project if authorized by the Project Holder of those funds.

Maximum of 3 year term. End dates may be extended through an approved amendment request.

If the purpose of the contribution is to match an external award, the end date should align with that award and should not be used for any other purpose.

Expenses must be related to the Project Holder’s research program and must be approved by the Project Holder.

All expenditures must comply with existing University policies and procedures governing the use of operating funds.

Generally, 12 or 18 months after the start date.

The policies and requirements of the agencies stated in the Tri-Agency Guide on Financial Administration (TAGFA) apply at all times to the use of GRF funds.

GRF funds must only be used to cover eligible expenses associated with the direct costs of research, and all expenses charged to the GRF must be authorized by the person responsible for the GRF or their authorized delegate.

Please consult the Use of Grant Funds (PDF) section in the TAGFA to obtain additional information on eligible expenses, such as expenses associated with compensation, travel and accommodation expenses, research equipment and supplies, computers and electronic communications, dissemination of research findings, and miscellaneous services and expenses.

In the absence of a written policy from the TriAgency, all expenditures must comply with existing University policies and procedures governing the use of funds.

• Costs associated with facilities and basic utilities, the purchase and repair of office equipment, administration fees, insurance for research equipment and vehicles, and basic communication devices such as telephones and fax machines.
• Any expenses that are not related to a grant application which has been approved for funding.
• Any expenditures for which the Project Holder derives a personal financial benefit.
• Expenses that were incurred prior to the official start date of the project.

As per the Eligibility to Apply for and Hold Research Funding Policy (PDF) in UAPPOL, researchers may submit grant applications for support from the GRF through their associate/vice dean (research).There is no standard template for grant applications. Generally, applications must include a scope of work, budget, budget justification, timeline, certifications (if required), and amount of funds being requested. A letter of support must be provided by the department chair and associate dean (research).

There is no restriction on the amount of funds that may be requested from the GRF, but it should be noted that these funds are intended as seed funding or bridge funding for researchers between grant submissions. It is intended that these grants are normally for 12 to 18 months in duration.

Applicants should create a Quick Reference Guide - Request for New Application/Proposal/Project via Online Approvals (PDF) form via their Researcher Home Page to collect the required U of A signatures. The grant application is submitted to the Office of the VicePresident (Research and Innovation) by the associate/vice dean (research) for consideration