During COVID-19, are incremental salary costs eligible?
The Tri-Agency has confirmed that continuing to pay any members of the research team, during the COVID shut-down is an eligible expense.
During COVID-19, are costs for cancelled travel eligible?
The Tri-Agency confirmed that the reimbursement of non-refundable travel fees is acceptable for trips cancelled due to COVID-19. Evidence must be provided that all reasonable attempts have been made to obtain a refund or claim from travel insurance prior to submitting for reimbursement.
During COVID-19, are office furniture and computer hardware purchases covered?
- Computer Hardware: Incremental costs for computer hardware and printers required for the continuation of research may be eligible provided they meet the four principles. Equipment purchased using Tri-Agency funds is the property of the University.
- Office furniture: While working from home, some individuals may require furniture for a home office. These expenses are not a direct cost of research and should be charged to your PER.
During COVID-19, are PPEs eligible on Tri-Agency Funds?
Personal Protective Equipment (PPE) that are not provided by the University to all research personnel are an eligible expense on Tri-Agency funds.
During COVID-19, are disinfectant wipes eligible on Tri-Agency Funds?
Disinfectant wipes that are not provided by the University to all research personnel are an eligible expense on Tri-Agency funds.
During COVID-19, are hand sanitizers eligible on Tri-Agency projects?
Hand sanitizers that are not provided by the University to all research personnel are an eligible expense on Tri-Agency funds.
What grants are affected?
The use of grant funds for all active Tri-Agency grants will be reviewed using the TAGFA guidelines.
How has the expense submission process changed?
The change to the TAGFA does not change the expense submission process.
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
Are my previous expenses still eligible?
The change in approach to determining eligibility is not being implemented retroactively. Any expense that has already been charged to the fund is considered eligible.
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.
Will there be a change in the supplies that are provided by the University?
The supplies that are provided to research staff is determined by each Department and may vary.
Do we still need to provide the same documentation for travel advances?
The documentation required to back up a travel advance has not changed.
Please refer to the Research Expense Guidelines for information on what backup is commonly required for travel.
Is Business or First Class airfare eligible?
Business or First Class airfare is eligible for travel outside of continental North America, with pre-approval of the Vice-President Finance or a medical note.
Are conference expenses related to my project, but not incurred by me, eligible?
Conference expenses incurred by any individual who contributes to the funded research/activities are eligible.
Please refer to the Research Expense Guidelines for information on what backup is commonly required for travel.
Is there still 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.
Is there a cost limit on gifts given to eligible recipients?
The TAGFA defers to the University’s policies and procedures with regards to the amount for gifts. Carleton’s policy limits gifts to $200.00 unless pre-approved by the VP Research and International.
Please refer to the Research Expense Guidelines or the University Funded Gifts Recognition and Donations policy for further information.
Is Environment, Health and Safety Compliance an eligible cost?
Environmental Health and Safety regulatory compliance is considered to be an indirect cost of research and is therefore not an eligible expense.
Environmental Health and Safety expenses directly related to the research, for example safety equipment for field work, are eligible expenses.
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 Officer assigned to your department. You may pose your questions by email, or request that your Financial Officer set up a virtual call with you through Microsoft Teams.