Research & Innovation

Frequently Asked Questions

• How can I obtain an account number to start expenditures on my grant?
• What is the balance on my account?
• How do I read the financial summary?
• Can I adjust the budget on my research grants or contracts?
• Who can authorize expenditures on my research account?
• What should I do to extend the termination (end) date of my grant? Can you approve it in your office?
• Do I need to contact the sponsor for re-budgeting approval?
• I need to request a no-cost extension on my grant/contract. Who do I speak to?
• I am leaving Ryerson and would like to transfer my grant or contract to my new institution. How do I do this?
• An individual wants to give my departmental library some valuable manuscripts, or donate equipment to my laboratory. How do I go about accepting this gift?

How can I obtain an account number to start expenditures on my grant?
OVPRI will establish an account number once a fully executed award document has been received. In some cases an account number can be activated in advance, upon the approval of the Department Chair and/or Dean who must guarantee the expenditures.

What is the balance on my account?
Upon completion of required ORACLE training, you can use your ORACLE/OGF authorization to check your account balance(s) from your own office. If you require assistance, please contact OVPRI.

How do I read the financial summary?
If you have received ORACLE training you may contact your Financial Adviser in OVPRI or Financial Services.

Can I adjust the budget on my research grants or contracts?
The terms and conditions of the award will specify which programmatic and budgetary changes may be made with University approval and which need sponsor approval. In most instances the appropriate terms and conditions will be referenced on the award document (e.g. contract or funding agency guidelines). In some cases the terms and conditions will be specifically attached to the award document. Contact the OVPRI staff person responsible for the appropriate federal agency if you have further questions.

Who can authorize expenditures on my research account?
Only you can authorize expenditures on your research account unless you have specifically delegated signing authority over your account to another individual (e.g., co-PI). In the case of co-PIs, you may wish to provide a specified sub-grant in lieu of providing signing authority on your account. PIs cannot approve their own out-of-pocket expenses, consulting fees or travel.

What should I do to extend the termination (end) date of my grant? Can you approve it in your office?
The terms and conditions of the award will specify which programmatic and budgetary changes may be made with university approval and which need sponsor approval. Changes, which require sponsor approval, require institutional concurrence. We do not have the authority to grant time extensions for grants. A letter addressed to the sponsor, indicating a specific new end date should be routed through OVPRI for co-signature and submission to the sponsor. If the sponsor approves of the time extension, we will update the termination date.

Do I need to contact the sponsor for re-budgeting approval?
It depends on the sponsor's guidelines regarding allowable budget deviations and re-budgeting requests. Check the terms and conditions of the original grant or contract for the sponsor's policy. In general, many non-federal sponsors are stricter in their adherence to approved budgets than federal sponsors. Where required, a letter addressed to the sponsor, indicating the specific re-budgeting request should be routed through OVPRI for co-signature and submission to the sponsor. If the sponsor approves of the re-budgeting, OVPRI will update the necessary records.

I need to request a no-cost extension on my grant/contract. Who do I speak to? OVPRI can assist you in requesting an extension to a grant or contract and will forward any request to the sponsor on your behalf.

I am leaving Ryerson and would like to transfer my grant or contract to my new institution. How do I do this?
Contact OVPRI as soon as an offer of employment has been accepted. Each grant and contract has different requirements for assignment. NSERC, SSHRC and CIHR grants can be easily transferred from one Canadian university to another. The terms of other grants and contracts vary considerably and may require Ryerson to negotiate a termination agreement with the sponsor, ensuring that Ryerson no longer has any obligations and that all funds due Ryerson are paid.

An individual wants to give my departmental library some valuable manuscripts, or donate equipment to my laboratory. How do I go about accepting this gift?
The gift must be processed through your department/faculty and through the Office of University Advancement.