What grants are affected?
The use of grant funds for all active Tri-Agency grants will be reviewed using the TAGFA guidelines.
What makes an expense “effective and economical?” How do we prove that?
The Tri-Agency defines “effective and economical” as, “achieving the intended outcome with due regard for minimizing cost by avoiding unnecessary expense.” This means the expenditure is considered an optimal use of the funds, which may not necessarily mean the “lowest cost.” For example, an unnecessary expense may occur when an item or service, no matter the cost, is ineffective in achieving the intended outcome (i.e. creates undue burden on the funded activities such as research delays, additional expenses, lost time and/or effort).”
To prove cost effectiveness when the lowest cost purchase is not chosen, screenshots of cost comparisons, where possible, and a written explanation for the decision to go with the higher cost purchase are required.
What is meant by “personal gain?”
The Tri-Agency defines Personal Gain as “a benefit or advantage to a particular person rather than to the grant-funded research/activities.”
The concept of personal gain refers to using grant funds to serve an individual’s interests or attain a personal advantage and/or profit that outweighs the benefit to the grant-funded research/activities.
Examples include:
- Charging personal use of home internet or cell phone
- Expenses for family lodging while staying at a research site.
- Pay-per-view movies included in the hotel receipts while on business trip
- Purchase of coffee maker for research staff’s use
- Gifts or recognition for research staff
Does this mean Research Financial Services will not have to email us asking to justify travel expenses?
As defined in the TAGFA roles and responsibilities, the University may request documentation of how the expense is directly related to the research. Research Financial Services may contact you with questions as needed.
Please refer to the Research Expense Guidelines for information on commonly accepted travel expenses.
What supplies are provided by the University?
The supplies that are provided to research staff is determined by each department and may vary.
Is there a 2 year limit on paying postdocs using Tri-Agency Funds?
The 2 year limit on paying postdocs has not been included in the TAGFA.
Where can I see the full guide?
You can review TAGFA in its entirety on the Tri-Agency Financial Administration website, as well as review FAQs and background information on the updates.
Is Department Head sign-off required for hospitality expenses?
The directive on Travel and Travel-Related Subsistence Expenditures requires that expenditures be authorized by the claimant’s “superior.” Carleton’s systems automatically route the expense claim to the applicable one-up approver of the claimant.
I have more questions. Who can I contact?
Please contact the Financial Analyst assigned to your Fund. You may pose your questions by email, or request a meeting, either in person or through Microsoft Teams.