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Managing Research Funds

1. 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


2. 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 at:www.yorku.ca/research/support/ethics/


3. 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.


4. Which expenses canI 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.


5. Which form do I use for expenses claimed on my PER?

PER expenses must be claimed using a special form. All claims must be signed by the P.I.'s Dean or Chair. Attach original receipts to expense claims; receipts cannot be older than 15 months for the PER.


6. 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), fill out a claim for reimbursement form. Attach original receipts to expense claims; 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.


7. Where can I find information on York's expense reimbursement policy?

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


8. How do I submit Conference Funding expenses and to whom?

When submitting conference forms, please attach original receipts, as well as the selected pages from the conference program confirming presentation along with original boarding passes.


9. Whose signatures are required on travel claims?

All travel-related claims must be signed by the Dean or Chair regardless of who is traveling. Any type of expense claim $5,000 and over requires A.V.P. Research approval. (5th Floor, York Research Tower). Note: There is a minimum 48- hour turnaround time for approval of claims by the AVP Research in most circumstances.


10. Can I get advance funding to cover future expenses?

In many cases, yes. To request funds in advance of travel, complete an Advance form and obtain the Dean's or Chair's signature If the advance is over $5,000, the request must also be approved by the Assoc. V.P. Research. Once the travel is completed, fill out a claim for reimbursement form to clear the outstanding Accountable advance.


11. How are suppliers payed 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 cheque requisition form, attach the invoice and send to Accounts Payable-Finance-East Office Building., Ste B.


12. 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 puchase@yorku.ca for any assistance.


13. 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.


14. 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.

15. 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 to request continued access; we will check if continued access to funds is allowable depending on agency terms and conditions.


16. 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.


17. Can I hire non-Canadian resident research personnel?

Yes. If you are hiring Non-Canadian resident research personnel, you must complete and submit a Non Resident Payment Form.


18. 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 (see contact information below).You may also contact Research Accounting staff at resacct@yorku.ca or visit the Human Resources website.

Faculty Research Adminstrators

  • 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: papachar@yorku.ca

    Designated Units

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

19. Who can I contact for more information on hiring of 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 (see contact information below).You may also contact Research Accounting staff at resacct@yorku.ca or visit the Human Resources website.

Faculty Research Adminstrators

  • 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: papachar@yorku.ca

    Designated Units

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