Managing Research Funds - FAQs

What is the first step after a research grant has been awarded?

Once a research grant is awarded, Research Accounting sends out an accountability document by email which the P.I. must sign and return in order to access research funds. Upon receipt of the signed accountability document and upon approval of ethics where required, a cost centre will be created by Research Accounting and the P.I. is notified via email that access to funds has been granted. If you have further questions on this, contact Research Accounting at resacct@yorku.ca or call ext. 20232

What do I need to do to achieve ethics clearance?

Ethics must be cleared on a grant, where applicable, prior to the release of funds. For an overview of the ethics clearance process and the associated form, please visit the Office of Research Ethics.

Which expenses can I charge to my grant?

For questions on eligibility of expenses, financial reporting to granting agencies and other financial matters contact your assigned Faculty Research Administrator or the Research Accounting staff.

Which expenses can I charge to my PER (Personal Expense Reimbursement) account?

York faculty receive an annual Professional Expense Reimbursement (PER) in the amount stipulated in the YUFA Collective Agreement for Research/Professional development. For PER-eligible expenses, consult the PER guidelines.

How do I prepare expense claims on my PER?

Expense claims must be prepared using the online automated Concur system, except for Senior Scholar claims, which still get processed using paper claims. For more information on Concur, please see the Finance website, here. Receipts cannot be older than 15 months for the PER.

How do I get reimbursed for funds other than those claimed on my PER?

To be reimbursed for research expenses other than those charged to your PER account (e.g travel and miscellaneous purchases against external and internal grants), expense claims must be prepared using the online automated Concur system, except for Senior Scholar claims, which still get processed using paper claims. For more information on Concur, please see the Finance website, here. Receipts cannot be older than 15 months for PER and for externally funded cost centres. For Generic, startup, minor grants, etc., receipts cannot be older than 6 months.

Where can I find information on York’s expense reimbursement policy?

Please review York’s policy on reimbursement of expenses and associated procedures.

Can I get advance funding to cover future expenses?

All requests for cash advances are done through Concur. For assistance with this type of request, you should be in touch with your assigned Faculty Research Administrator.

How are suppliers paid for expenses under $10,000?

For purchases under $10,000, ask the supplier to bill York directly. When you receive the invoice directly from the supplier, complete the payment requisition form, attach the invoice and send to:

Accounts Payable
Finance Department
4747 Keele Street

How are expenses over $10,000 handled?

A purchase requisition is required for any goods or services, including consultants and external contractors, where the amount exceeds $10,000. Please review the Procurement Policy and Guidelines prior to making purchases of this size. Contact Procurement Services at purchase@yorku.ca for any assistance.

Can I view my research accounts online?

Yes, you can view your grant expenditures via the eReports online system. You may wish to sign up for eReports training.

What does it mean when I receive an e-mail related to “Overspends”?

A cost centre is not allowed to be overspent. Monthly emails are sent to remind you of the available balances in your cost centres. Redirection of costs, via a journal entry, may be possible under certain circumstances. Please contact resacct@yorku.ca or your Faculty Research Administrator for assistance.

What should I do if I anticipate I’ll have extra funds beyond the original grant period?

At the end of your grant if surplus funds are remaining, contact resacct@yorku.ca  or request continued access; they will check if continued access to funds is allowable depending on the funding agency’s terms and conditions. All requests for continued access to unspent funds on cost centres should be made at least one month before the end date.

Can I pay research personnel directly?

No. Do not pay your Research staff directly or through an invoice. Research personnel must be paid through York’s payroll system. Employment income is taxable and must be reported.

Can I hire non-Canadian resident research personnel?

Yes. If you are hiring Non-Canadian resident research personnel, you should contact your Faculty Research Administrator for guidance and they will help ensure you complete all of the appropriate paperwork.

Who is my first point of contact if I need to ask questions related to post-award administration of my grant?

For assistance with administering your grant or any questions regarding hiring research personnel, feel free to contact your assigned Faculty Research Administrator. You may also contact Research Accounting staff at resacct@yorku.ca.

Who can I contact for more information on hiring research personnel on a grant?

For assistance with administering your grant or any questions regarding hiring research personnel, feel free to contact your assigned Faculty Research Administrator. You may also contact Research Accounting staff at resacct@yorku.ca.

Contact:

Faculty Research Administrators

  • Deznah (Pat)Ellis

Ross S935
Telephone: (416)736-2100 x 33584 (Voicemail)
Fax: (416)736-5750
Email:patb@yorku.ca

Designated Units

      • Administrative Studies
      • Anthropology
      • Economics
      • English
      • Equity Studies
      • French Studies
      • Human Resources Management
      • Information Technology
      • Languages, Literatures and Linguistics
      • Public Policy & Administration
      • Social Work
  • Helen Papacharalambous

Ross S935
Telephone: (416)736-2100 x 33690 (Voicemail)
Fax: (416)736-5750
Email: helen910@yorku.ca

Designated Units

      • Communication Studies
      • Geography
      • History
      • Humanities
      • Philosophy
      • Political Science
      • Social Science
      • Sociology
      • Women's Studies
      • Writing Department