Using Your Funds
Grant Holder's Guide
Knowledge Impact in Society (KIS)
Dates to Remember
Basic Terms and Conditions
Financial Administration
After the Grant is Completed
Related SSHRC Policies
Contact Us
Dates to Remember
Basic Terms and Conditions
What is the period of tenure?
SSHRC grants are awarded for one to five years, depending on the program.
Your Notice of Award will indicate the period of tenure for your particular
grant.
Can I use my grant funds beyond the grant period
indicated on my Notice of Award?
If you need an extension for a KIS grant, you must submit a written
request to SSHRC before the end of the grant period, briefly stating why
you need the extension and when you plan to terminate your grant. SSHRC
will consider requests for extensions on a case-by-case basis. The extension
does not qualify as a grant.
May I spend my budget differently than specified in my application?
Yes, you may make changes to specific project plans and schedules and
reapportion your budget without seeking approval from SSHRC, as long as
you use your grant for the broad purpose for which it was originally awarded
and you respect grant conditions and relevant program requirements. However,
major changes in research objectives require prior Council approval.
One important exception to this general flexibility in reapportioning
your budget concerns student training: you cannot decrease—though
you may increase—the total amount allocated to student training
at the time of the award. You do, however, have flexibility in allocating
that total between budget years and between categories of students receiving
funding (e.g., master's versus doctoral students). Although SSHRC generally
does not consider postdoctoral researchers to be students, you may spend
funds from the student training budget on salaries for postdoctoral researchers.
At the end of the grant period, you must demonstrate that the total amount
allocated for student and postdoctoral salaries has in fact been spent
for that purpose.
What if I change institutions or move to another country?
KIS grants may not be transferred from one institution to another. Subject
to SSHRC approval, grants may be transferred to a co-applicant who works
at the same university.
Is information about my grant confidential?
Competition results for SSHRC support programs are forwarded to university
research administration officers. By applying through their universities,
faculty members implicitly consent to have competition results released
to their universities. University research administration officers and
their staff must ensure that these results are released only to the applicants
and those people directly involved in the administration of the grants
program.
Universities are expected to store the material securely, and to ensure
that it is not used or disclosed for any other purpose. After the material
is no longer required, the university must destroy it promptly and in
a secure manner.
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 a financial or final research report from a
previous grant, your current grant payments will be withheld until you
have met those conditions. Your Notice of Award gives a detailed explanation
of which, if any, grant is missing which report. No grant funds will be
released until all payment conditions have been met.
Financial Administration
How are the grants paid?
Grant funds are sent directly to your university research or business
office for retention on your behalf in a SSHRC grant account. This arrangement
relieves you of most of the administration of the grant: the research
or business office maintains custody of the grant funds, disburses salaries
and other expenditures authorized by you or your delegated authority and
provides reports to you periodically, and to SSHRC annually, on the status
of the grant funds.
The university may not disburse any funds on your behalf until you have
met all the appropriate requirements, such as conforming to ethics guidelines.
Who can authorize expenditures from my grant account?
As applicant, you must authorize all expenditures from your grant fund,
thereby certifying that these expenditures are essential for carrying
out the activity supported by the grant. No other person may initiate
or authorize any expenditure from your SSHRC grant account without your
delegated written authority, which must be supplied to your university's
business office.
The university is responsible for administering grant funds in accordance
with SSHRC guidelines and may decline to release funds for an expenditure
you have proposed or authorized if such expenditure contravenes SSHRC
regulations or university policies. Administration, personnel and accounting
procedures must conform to the standards, practices and policies of your
university.
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. If you use your grant funds to pay expenditures contrary to
SSHRC's policy, you will have to repay the grant account or SSHRC. Fraudulent
use of SSHRC funds will be referred to the appropriate legal authorities.
What signatures are required on which documents?
Statements of Account must be signed by the grant holder and a finance
officer of the university (who may either sign individual statements or
sign and attach a covering note when sending the statements in bulk to
SSHRC).
Journal vouchers and internal invoices must be signed by the grant holder
or a formally designated representative. (If expenditures are charged
to departmental accounts and internal journal vouchers are used to transfer
the expenditures to the appropriate SSHRC grant account at a later date,
details of the expenditure must be included with the journal voucher.)
Are my grant expenditures verified by SSHRC?
Financial Monitoring Officers from SSHRC's Finance Division visit universities
according to a predetermined schedule. These visits allow the team to:
- assess whether grant holders are well supported and have the tools
necessary to properly and effectively manage their grant funds;
- review the effectiveness of policies, controls and systems in place
at the university to ensure that SSHRC policies and regulations are
followed and that grant funds are well managed;
- review the expenditures from the grant 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.
You must keep all accounts and records of monies received and expenditures,
with supporting receipts and vouchers, for seven years after the termination
of the grant. These accounts and records must be made available to SSHRC
or its agent on request.
May I transfer account balances from one year to the next?
For multi-year grants, if the total funds awarded for a particular year
are not spent in that year, you may transfer the balance to the next fiscal
year of the grant.
May I transfer money left over at the end of my grant term to a new
grant?
You may not transfer residual funds to a new grant. You must return
to SSHRC any portion of your grant that remains unspent at the end of
the grant period for which it was awarded, or in the case of an approved
grant extension, at the end of the extension period.
May I transfer SSHRC grant funds to another account?
No, you may neither transfer SSHRC grant funds to another account at
your institution nor to an account at another institution.
What expenses may I charge to my grant?
You may only charge to your grant those expenses that are directly related
to achieving the objectives for which your grant was awarded.
The recipient of a KIS grant may charge the following expenses to the
grant:
Personnel
Everyone employed with SSHRC grant funds must be a Canadian citizen
or a permanent resident or must hold a valid Canadian employment visa
or work permit issued by the federal government, unless you can show
that the planned knowledge mobilization activities require that you
hire someone outside the country.
Employees in Canada who are neither Canadian citizens nor permanent
residents must comply with all federal regulations concerning employment.
As the employer, the university is responsible for ensuring that these
conditions are met.
Support staff and other personnel: Your grant can be used
to pay the salaries and related federal, provincial and institutional
non-discretionary benefits, for work performed by support staff and
other personnel (i.e., administrative personnel, summer students, and
technicians).
Since KIS grants do not fund new original research, the cost of hiring
research assistants is not an eligible expense. The sole exception is
where the grant holder demonstrates the need to conduct a survey or
other highly focused, short-term research to formally establish which
knowledge (from completed research) and/or specific knowledge mobilization
tools will best meet the needs of the targeted research users.
Institutional non-discretionary benefits normally include long- and
short-term disability insurance, life insurance, pension, medical, vision
and dental care, and maternity leave.
Note: SSHRC defers to Canada Customs and Revenue
Agency regulations regarding salaries.
The following are eligible personnel expenses:
- Salary costs or release time for a knowledge mobilization initiative
leader-coordinator who is not a researcher, for knowledge mobilization
facilitators or for other dedicated knowledge mobilization staff;
- Salary for an administrative assistant;
- Actual personnel replacement costs (e.g., teaching, administration)
for professors involved in the knowledge mobilization project for which
the grant was awarded;
- Opportunities for students to gain experience and develop skill in
mobilizing knowledge outside the university environment by helping to
improve or develop knowledge mobilization tools and user-specific documentation
(e.g., enhancing knowledge-exchange practices or facilitating on-line
discussions and other virtual interaction with stakeholders);
-
SSHRC doctoral fellows can accept research or teaching assistantships.
Your university’s policy on these matters determines the number
of hours they can work.
-
Relatives: The employment of relatives is permitted provided
they have appropriate qualifications and all university regulations
and recruitment policies are followed.
-
Student Stipends: Students may not receive stipends while
holding a SSHRC doctoral award or postdoctoral fellowship. However,
recipients of a SSHRC scholarship, fellowship or stipend may concurrently
hold teaching assistantships or research assistantships from other sources.
The award of a student stipend should be made in accordance with the
objectives of the funded knowledge mobilization initiative and the work
performed by students who receive stipends should be an integral part
of the grant holder’s program of knowledge mobilization.
Master's students are eligible for stipends of up to $12,000 per annum;
doctoral students, of up to $15,000 per annum; and postdoctoral fellows,
of up to $31,500 per annum.
- Fees paid to research subjects (such as modest incentives for participation),
where ethically acceptable and where the research satisfies the narrow
permissible criteria specified in the KIS program description.
- Honoraria for, and reasonable costs incurred by, key stakeholders
and other external community members (e.g., people working in the not-for-profit
and voluntary sectors) who would otherwise be unable to participate
in activities that are important for the knowledge mobilization project
for which the grant was awarded.
Professional and technical services and contracts
-
Computer Services: All computer services for which a user
fee must be paid are eligible expenses. The university’s computer
services are expected to offer grant holders most-favoured-user rates.
-
Consultants: Grant recipients are expected to have the full
qualifications and experience necessary to carry out the activities
for which they are funded, or to obtain the help of fellow scholars
as part of reciprocal scholarly collaboration. Consulting fees may be
charged against the grant only if the application proposal demonstrates
that expert advice is needed to resolve highly technical problems.
- Cost of subcontracts.
Knowledge mobilization activities:
- Preparation and circulation of materials for a specific target audiences
(e.g., videotapes, DVDs, CDs, slides, etc.)
- Travel to meetings to present or discuss results of SSHRC-funded
research;
- Translation;
- Knowledge mobilization events and interactive learning opportunities
such as workshops, town-hall meetings, public presentations and discussion
groups as well as intensive summer-institute-style sessions with researchers,
students and stakeholders. (The cost of meals for workshop participants
may be charged to the grant, but alcoholic beverages may not.);
- Creating, testing or refining knowledge products or vehicles that
explore new ideas and knowledge sharing (e.g., preparing and circulating
research summaries, reviews and syntheses geared to the needs of targeted
stakeholders as well as soliciting and facilitating regular feedback
from stakeholders on the effectiveness of these tools and methods);
- Preparation of primary data to make them accessible to targeted research
users, as well as distribution of data, reports or publications within
Canada and abroad;
- Preparing a publication for targeted research users (e.g., preparing
a camera-ready manuscript, preparation and/or purchase of illustrations,
figures, maps, drawings and photographs);
- For activities leading to publication: salaries of office staff (including
editorial assistants) and travel and subsistence related to preparing
the publication.
- Development of Web-based information, including Web maintenance fees.
Equipment and supplies
All items purchased with SSHRC funds are the property of the university
or organization administering the award. Any non-disposable items (including
books, research materials and documents) must be formally listed in
the university's or partner organization's inventory.
-
Computer hardware and software: You may purchase or rent
computers and associated hardware and software, if you do not have access
to such items through the institution.
-
Other non-disposable equipment: You may purchase or rent
equipment, such as microfilm readers, tape recorders, cameras, video
equipment, field vehicles, laboratory accessories and equipment, if
you do not have access to such items through the institution or partner
organization(s).
-
Other supplies: You may claim the following items only if
they are directly related to the program of knowledge mobilization activities:
disposable supplies (such as stationery), postage, telephone calls,
cards, tapes, books, documentation, microfilm and duplicated material.
- Monthly charges for the use of the Internet from your office or home.
Travel and related subsistence costs
You may claim travel and related subsistence costs, only if data or
sources of information essential to the program of activities are not
available in your immediate vicinity or if you have to travel to participate
in knowledge sharing or exchange activities.
Travel and subsistence costs may be claimed for project staff and/or
affiliates, including participation in SSHRC-funded knowledge moblilization
events and/or SSHRC-organized national meetings of funded knowledge
mobilization initiatives;
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 or organization, the federal government Treasury Board
guidelines apply. These are available from SSHRC.
-
Travel: 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. Normal
commuting costs may not be paid from a SSHRC grant account.
-
Subsistence: These costs must be justified by the program
of knowledge mobilization activities and may be applied only to time
spent away from your home. You may claim subsistence only when overnight
accommodation is required. Subsistence costs may not be claimed for
more than 125 days per person per year.
Other types of eligible travel expenditures
A member of the knowledge mobilization team who is a nursing mother
or single custodial parent can claim child care or babysitting expenses
while traveling. The allowable cost for a single parent is limited to
overnight child care costs incurred while travelling.
Networking activities
Costs related to networking activities may be charged to the grant.
These costs may include travel and subsistence, hiring of network coordinators,
food and drink (excluding alcoholic beverages) for knowledge mobilization
meetings or workshops, etc.
Will I have to provide receipts for all my eligible expenses?
You are required to provide supporting documentation for all eligible
expenses including internal expense allocations and shared expenses. This
documentation must include original receipts or invoices and a statement
justifying the expenses in the context of the program of knowledge mobilization
activities. The documentation you submit must be in compliance with university
guidelines.
For internal or shared expenses your documentation must include the
amount charged to your SSHRC account, a description of how the amount
was calculated and what the charge was for.
Travel claims
Every traveller claiming expenses from a SSHRC grant must prepare
an individual claim for each trip. For claimants other than the grant
holder, the affiliation with the grant holder’s knowledge mobilization
group must be specified.
Travel claims must be countersigned by the department head or dean
(or equivalent) as to the relevance of the travel to the funded knowledge
mobilization initiative. In most universities and organizations, the
business office or the human resources office is responsible for collecting
and storing documentation related to eligible expenses.
Your travel claim must include the following information:
- Purpose of the trip;
- Dates and destinations (persons or organizations visited);
- Official documentation indicating the dates of conferences and workshops;
- Details of daily claims for expenditures relating to those visits;
- Details of any vehicle used;
- Original receipts, such as hotel bills, car rental agreements, etc.
(invoices and credit card slips are not valid receipts);
- The claimant's signature certifying that all expenditures on the
claim are for purposes for which the grant was awarded, that the charges
included have not been claimed from other organizations, and that reimbursements
for expenditures received from other organizations will be disclosed
to the grant holder's university.
Air travel ticket receipts
Original air travel ticket receipts must be returned with the grant
holder's travel claim. Boarding passes will not be accepted in lieu
of ticket receipts, except in the case of electronic tickets.
Personnel: compensation and benefits
You must be able to provide signed employment records, which include
the employee's name, category, salary level, period of employment and
details of any employee benefits paid from the grant.
Equipment
You must be able to supply original invoices describing what you purchased
and the price you paid for it.
Who owns equipment purchased with SSHRC grant funds?
Equipment purchased with SSHRC grant funds is your property during the
period of your grant. Once the grant period is finished, however, the
equipment becomes the property of your university.
What costs are ineligible?
Any activity that is not required to achieve the objectives of the initiative
is ineligible. For example, the following expenses are ineligible:
- Any costs incurred before a grant is awarded.
- Costs incurred to disseminate information or research findings solely
to academic audiences;
- Costs of producing and distributing corporate institutional publicity
material for general (i.e., undifferentiated) audiences;
- Costs of general publicity material promoting the social sciences
and humanities research activity and/or research excellence of a particular
institution or of a research group within an institution;
- Costs of carrying out new research—with the exception of short-term
research such as surveys or focus groups to assess the knowledge needs
and capacities of targeted research users and communities or to test
the suitability of knowledge mobilization tools, products etc., directed
at those users or communities.
- Research by university researchers or practitioners leading to a
degree.
- Costs incurred by partners who are not from a non-profit organization.
- Education-related costs, such as thesis defense, publication, tuition
and course fees, etc.
- Any expenses related to work being carried out by the grant holder
under contract to a public or private agency or firm for their own purposes.
- Fees for consultation with colleagues.
- Contingency allowances.
- Indirect costs (e.g., medical insurance) or administrative overhead.
- Purchase or rental of standard office equipment such as desks, chairs,
filing cabinets, photocopiers, facsimile machines and answering machines.
- Sales taxes to which an exemption or rebate applies.
- Child-care expenses. See Other types of eligible
travel expenditures for exceptions.
- Professional training or development, including computer and language
training.
- Preparation of teaching materials unless they are a necessary part
of the funded knowledge mobilization initiative.
- Curriculum development (e.g., preparing course material or syllabus
designed for a program of teaching), unless it is a necessary part of
the funded knowledge mobilization initiative.
- Simple collection or assembling of information unless it is required
to meet the expressed knowledge needs of the targeted research users/user
community.
- Entertainment costs.
- Hospitality costs.
- The purchase of land.
- Discretionary severance and separation packages.
- General departmental expenses. Although grant recipients may use
grant funds to share common knowledge mobilization-related expenses,
the cost of the shared expenses must be pro-rated on the basis of benefit
obtained. The grant funds may not be used to contribute to shared expenses
for which the KIS grant holder will obtain no benefit.
- Administrative (or management) charges and fees.
- Passports and immigration fees.
- Standard monthly connection or rental costs of telephones.
- Connection or installation of lines (telephones or other links).
- Voice mail, cellular phone rental or purchase.
- Library acquisitions, computer and other information services provided
to all members of a institution or organization.
- Any part of the salary, or consulting fee, of an individual whose
status would make them eligible to apply for a grant.
- During sabbatical and leave periods:
- Transportation costs of personnel to and from your sabbatical
or leave location for supervisory or academic purposes.
- Transportation costs to the home institution for supervisory purposes
during sabbatical leave.
- Living expenses during sabbatical leave.
Note: This list is not exhaustive. If you are in doubt
about the eligibility of a particular expense, contact your research grant
officer or organizational business office for clarification. If the university
is not sure about the eligibility of an expense, your research grant officer
or financial officer will contact SSHRC for further clarification.
After the Grant is Completed
What reports will I be required to submit?
See KIS Dates to Remember.
Can my university business office or organizational business office
submit computerized statements of account?
SSHRC accepts computerized statements as long as you use the categories
on the Tri-Council
Statement of Account form.
Can I get additional funding for my initiative?
Knowledge Impact in Society is a pilot program. There is no commitment
of support beyond the term of the grant.
Should I acknowledge SSHRC when carrying out, promoting and publicizing the knowledge mobilization activities for which the grant was awarded?
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 such activities, including publications and media coverage.
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. If you live in British Columbia or Ontario, contact Kim Laflamme
by telephone at (613) 992-0570 or by e-mail at
kim.laflamme@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