Research ::: External Grants
External Grants
Once grant is awarded, O.R.S. informs Research Accounting, which will send you an acct letter to sign and you can also delegate signing authority on your cost centre. Upon return of the signed letter Research Accounting sets up the cost centre and notifies you via email
- Only eligible expenses as stipulated in the grant or contract agreement can be charged against your cost centre
- If you need an extension to the end date of your grant/contact resacct@yorku.ca or contact the agency
- Where applicable, P.I. to send all progress and technical reports to agency on time so that York receives all funds.
- Research Accounting will prepare the financial report for your approval and subsequent submission to the agency
- Only expenses incurred between the start and end date of the grant or contract are eligible against your cost centre
- If rules not followed and auditors see discrepancies then York has to pay back funds
- Though the Admin Secretary reviews the claims it is ultimately the responsibility of the PI to mange the funds accordingly
- Research Accounting keeps you up to date by sending you monthly emails on the status of your cost centres e.g. when grant expires, overspent cost centres, personal advances that are due
- Research Accounting can hep you to get an extension to your grant/contract end dates
Receiving Funding
- ORS Award processing, send to Research Accounting. for creation of cost centre
- Upon return of signed accountability document, Research Accounting sets up cost centre and notifies P.I
Managing your Research Grant
Managing funding-PI
- Hiring, training, and supervision of staff
- Purchases of goods and services & processing invoices and claims
- Internal control one over-one approval
- Delegation of signing authority
- Transferring funding to/from/within York
- Monitoring of eligible & ineligible expenses, use eReports
- Compliance with agency and York finance policies
- Narrative reports to the agency
- Request for extensions & renewals
- Financial reports and invoicing(RA)
- RTS and overhead allocation (RA)
How to hire research staff
Please refer to the Hiring an RA page and the attached pdf presentation on How to Hire Research Staff.
Your Funding Status
It is recommended that researchers check all transactions on their cost centre, at least once per month to ensure accuracy.
Project Closure
- Seek extensions to end date before grant ends if not complete and have unspent funds.
- Final financial and narrative report
- Audit and record retention
- Inactivate cost centre
