Using Your Funds
Grant Holder's Guide
Journals and Scholarly Associations
This section contains regulations that apply to the Aid to Research and
Transfer Journals and the Grants to Scholarly Associations programs.
Dates to Remember
Basic Terms and Conditions
Financial Administration
After the Grant is Completed
Related SSHRC Policies
Contact Us
Dates to Remember
Journals and Scholarly Associations Dates to Remember
| Program |
Grant payment |
Statement of revenues and expenses form due* |
Financial report due |
Copy of table of contents from each issue produced
due** |
|
Aid to Research and
Transfer Journals
|
March
|
annually, 90 days after
the end of the journal's
fiscal year
|
(For Journals, financial reports are submitted on
Form 647R: Statement of Revenues and Expenses)
|
At time of application
|
|
Grants to Scholarly Associations
|
March
|
n/a
|
90 days after the association's annual general meeting
|
n/a
|
* This form will be sent directly to all grant recipients.
** You must also send one copy of each issue produced with the grant
to: SSHRC Library, P.O. Box 1610 Ottawa, Ontario K1P 6G4
Basic Terms and Conditions
What is the period of tenure?
Aid to Research and Transfer Journals: SSHRC awards and pays out grants
based on its fiscal year, but the period of tenure for the grant may follow
the journal's fiscal year.
Grants to Scholarly Associations: This program is currently under review.
Until the review is completed, you will be given an annual extension of
your grant. Information about your 2004 extension will be sent to you
directly. (No new participants will be admitted to the program until the
review is completed).
What payment conditions can be attached to a grant?
Your grant may have certain conditions attached to it. For example,
if you have not completed your Statement of Revenues and Expenses form
or your financial report for a given year, your payments may be withheld
until you have met those conditions.
Financial Administration
How are the grants paid?
Aid to Research and Transfer Journals: Grant payments will normally
be made by cheque to the universities. If the journal is self-administered
or administered through an association, the cheque will be sent to the
permanent address of the journal.
Grants to Scholarly Associations: Grant funds are paid directly to the
treasurer of the organization.
When are the grants paid?
See Journals and Scholarly Associations Dates
to Remember
Who can authorize expenditures from the grant account?
The university or your organization is responsible for administering
grant funds in accordance with SSHRC guidelines. Administration, personnel
and accounting procedures must conform to the standards, practices and
policies of your university or organization.
If you do not comply with the regulations outlined in this guide, SSHRC
can freeze or close your grant account(s) or all SSHRC accounts at your
university or organization. If you use your grant funds to pay expenditures
contrary to SSHRC policy, you will have to repay the grant account or
SSHRC. Fraudulent use of SSHRC funds will be referred to the appropriate
legal authorities.
Are our grant expenditures verified by SSHRC?
Review and Investigation Officers from SSHRC's Finance Division visit
universities and other organizations every year. These visits allow the
team to:
-
review the effectiveness of policies, controls and systems in place
at the university or within your organization to ensure that SSHRC
policies and regulations are followed and that funds are well managed;
-
review your expenditures to ensure that these were made in accordance
with the Council's policies, regulations and guidelines and for the
purposes intended;
- share and disseminate information on guidelines and expectations
for financial and scientific accountability and integrity.
Can we transfer funds from one fiscal year to the next?
Aid to Research and Transfer Journals: If you do not spend your entire
grant in a particular year, you may transfer the balance to the next fiscal
period, without SSHRC approval. However, you must record this transfer
on the balance sheet part of your Statement of Revenues and Expenses.
If your journal's accumulated surplus is more than a year's operating
expenses, the excess may be deducted from the next grant.
Can we transfer SSHRC grant funds to another account?
You cannot transfer funds from a SSHRC grant account to any other account.
What expenses may we charge to our grant?
Aid to Research and Transfer Journals: Your grant may only be used to
help defray costs associated with the preparation and publication of the
journal, including administration, translation, printing, marketing and
distribution costs.
Grants to Scholarly Associations: Your grant covers only the travel
and subsistence costs for members to attend the annual general meetings.
In allocating these funds, you are expected to give priority to your members
(especially to student members) over your executive. To encourage equitable
distribution, you are encouraged to support different people each year
so that as many members as possible benefit from the funds.
Travel costs must be based on standard rates or policies in effect at
your institution. If no guidelines for travel per diems exist at your
institution, the federal government Treasury Board guidelines apply. These
are available from SSHRC.
You may claim the cost of air travel, provided that you obtain the lowest
fare possible and that the cost does not exceed the equivalent of full
economy fare. Subsistence costs may be claimed for the additional days
a traveler may be required to stay in order to take advantage of a lower
fare, provided that the total cost of the fare and subsistence is less
than the cost of a full economy fare. If an upgrade is necessary for medical
or other reasons, you must seek reimbursement elsewhere (i.e., your health
insurance plan). Rental or mileage costs are allowed only if the use of
a car is essential.
What costs are ineligible?
The following expenses are ineligible:
-
Child-care expenses: A member of the research team who is
a nursing mother or single custodial parent can claim child care or
babysitting expenses while travelling. The allowable cost for a single
parent is limited to overnight child care costs incurred while travelling.
- Entertainment costs;
- Hospitality costs;
- Discretionary severance and separation packages;
- Normal commuting costs may not be paid from a SSHRC grant account.
Note: This list is not exhaustive. If you are in doubt about
the eligibility of a particular expense, contact your research grant officer
or your university business office for clarification. If the university
is not sure about the eligibility of an expense, your research grant officer
will contact SSHRC for further clarification.
After the Grant is Completed
What reports will we be required to submit?
See Journals and Scholarly Associations Dates to Remember.
Can we submit computerized statements of account?
Aid to Research and Transfer Journals: SSHRC accepts computerized statements
as long as you use the categories on the Aid to Research and Transfer
Journals Statement of Revenues and Expenses form 647R.
Grants to Scholarly Associations: SSHRC accepts computerized statements
as long as you use the categories on the Tri-Council
Statement of Account form.
Can we get additional funding?
Aid to Research and Transfer Journals: There is no commitment of support
for operating expenses beyond the term of the grant.
Should I acknowledge SSHRC when communicating my research findings?
As a recipient of Canadian government funds, it is important for you
to let Canadians know how their tax money is being spent. Therefore, you should acknowledge the assistance of the Social Sciences and Humanities Research Council of Canada in all workshop and conference materials, publications
and media coverage of activities funded through SSHRC grants.
Please see the SSHRC Research Data Archiving
Policy and the guidelines on the use of SSHRC's logo.
Related SSHRC Policies
Integrity in Research and Scholarship
Non-Discrimination Policy
Tri-Council Policy
Statement: Ethical Conduct for Research Involving Humans
Contact Us
For grant information, contact an awards administration officer from SSHRC's Finance Division by telephone at 613-995-2694 or by E-mail at awdad@sshrc-crsh.gc.ca.
Or you can write to us at:
Social Sciences and Humanities Research Council of Canada
350 Albert Street
P.O. Box 1610
Ottawa, Ontario
K1P 6G4
Fax: (613) 996-0458