Manage your grant
In the following months following a submission, the grant application will be evaluated by the funding agency. If required, this is a good time to obtain ethics approval for the research project.
Notification of grant
Most funding agencies provide a timeline on when decisions and announcements will be made on the outcome of an application. If there is no information provided, it will normally take three to six months to adjudicate a research grant application.
If the application is successful, and you have met all conditions tied to the grant, including ethics compliance requirements, the research grants unit will issue a Notification of Award.
Opening a research account
The Research Funds group in Financial Services will create a research account for the awarded contract grant, from which the faculty member will be able to access the awarded project funds through a Banner Fund Number.
For research grants, normally a notice of award will be issued within 2 working days and sent to Research Funds. During periods of high volume (grant submission periods - August to November, and February to April) this may take additional time.
In the case of industry contributions or funds, the Research Partnerships and Innovation team will liaise in the opening of accounts.
Grant management
Depending on the guidelines of the funding agency, the Research Grants unit can assist in managing the awarded funds, including amendments to budget, leaves, changes of status, extensions, deferrals and reporting. For assistance, please contact the Research Grants team by email at Office.of.Research@concordia.ca.
For up-to-date account balance information, contact your respective Financial Officer in Research Funds.
Transferring funds between institutions
Collaborative research projects often require transferring funds between institutions. A Principal Investigator may choose to send an inter-institutional transfer of funds or sub-grant to a co-investigator or co-applicant at another eligible institution.
The following information needs to be supplied to the Office of Research so that a transfer agreement can be completed:
- Name and title of co-investigator
- Grant account or title, amount of installment to be transferred; and fiscal year
- Budget breakdown (Salary, Travel, Material & Supplies, Computers & Electronics, Publication, Equipment, Services, Other); for student salaries/bursaries, please provide student name if possible.
Provide a completed Cheque Requisition form, and forward the signed original to the OOR by internal mail at S-GM-900.
Please be sure to use the official number-coded form (labelled Financial Services at the top) which is available either through your department administrator, or for purchase at the bookstore. See attached sample for use as a guide.
Note: the web version of the form available on Cspace is intended for Payroll use only and cannot be used to process fund transfer payments.
Once the Agreement is drafted, the OOR will initiate the signature process. After it is signed by the partner institution, it will be forwarded to you for your signature before being fully endorsed by Concordia University. The final signed Agreement, along with the cheque requisition, will be forwarded to Restricted Funds for payment processing.
Future Installments
if you are planning on issuing annual installments and already know the amounts, feel free to provide a separate cheque requisition for each fiscal year. In this case, be sure to specify the correct date you wish the payment to be released under “Date Required” in the bottom left section of the Cheque Requisition form (above the approval signature). This way, payments will be automatic, and the Agreement will only have to be signed once instead of having to draft an Amendment every year for each new installment.
You may be a recipient of an inter-institutional transfer or sub-grant from a Primary Investigator at another institution. These funds will be subject to the same guidelines and restrictions as a grant directly received from the funding agency, though funds cannot be sub-granted to another third party.
- Submit a Grant Details Form (GDF) through ConRAD that includes a copy of the grant application. Please be aware that you may need to apply or update an existing Ethics or AREC certification to gain access to the new funds.
- The Primary award holder will have the transfer of funds initiated through their own institution and Concordia should receive a Transfer of Funds Letter/Agreement which may require the Concordia researcher’s signature and that of the university.
Once the agreement has been signed and returned to the primary award holder, they will sign the agreement and send a copy and the funds will then be issued. A new account or the new installment will be provided to the researcher once all compliance conditions are met.
Forms & Documents
This form begins the process of transferring funds from your grant to a co-investigator at an eligible institution.
This form is for Faculties to use in processing internal awards.
NOTE: These forms are to be used ONLY by researchers who have not yet taken up their appointment at Concordia University, as well as affiliate professors who do not have access to ConRAD. All other researchers must submit through ConRAD.
