FACULTY OF HEALTH
SPECIFIC RESEARCH GRANT (NON-LEAVE)
APPLICATION FORM
(The “Application”)
Revised January 2010
Deadlines
February 1
May 1
November 1
When the deadline date falls on a Saturday, Sunday, or statutory holiday, applications will be accepted on the next working day.
Checklist:
The application should include:
q A completed application form
q A brief description of the project
q A completed budget
q An up-to-date CV
q Certification of Applicant
q A completed Chair/Director endorsement form
q Progress Report (if applicable)
q Human Participants (if applicable)
q Animal Care (if applicable)
q Biological Safety (if applicable)
q All supporting documentation
Submit completed applications to the Faculty of Health Research Support Office, 428 HNES
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APPLICATION FOR A SPECIFIC RESEARCH GRANT (NON-LEAVE)
NAME:
EMPLOYEE #:
DEPARTMENT:
TELEPHONE:
E-MAIL ADDRESS:
CAMPUS ADDRESS:
CURRENT STATUS AT YORK UNIVERSITY:
INDICATE THE PERIOD DURING WHICH THIS RESEARCH WILL BE CARRIED OUT:
(single calendar year only)
STARTING FIRST DAY OF: ENDING LAST DAY OF:
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MM/YY MM/YY
TITLE OF RESEARCH PROJECT:
TOTAL CLAIMED FOR THE CALENDAR YEAR: / $*Submit applications to the Faculty of Health Research Support Office, 428 HNES*
INTERNAL USE ONLY
Date received: Received by:Research Support Office Comments:
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DESCRIPTION OF PROPOSED RESEARCH
Using no more than two pages, provide a brief description of the research project. PLEASE INDICATE HOW YOU WILL ALLOCATE TIME FROM YOUR NORMAL TEACHING AND/OR NON-SPECIFIC RESEARCH ACTIVITIES IN ORDER FOR THIS SPECIFIC RESEARCH PROJECT TO BE COMPLETED. Applications that do not provide sufficient information will be returned.
BUDGET
The total funds requested cannot exceed 50% of the salary during the grant period. The remaining salary will be retained to be paid in the usual manner. Please refer to the attached Canada Revenue Agency Bulletin for further information on allowable research expenses.
PERSONNEL
(Please note University Policy regarding the hiring of relatives appended to this application form)
Position & qualifications / Rate per annum or hours per week / Fringe Benefits if applicable / Estimated ExpenseTOTAL FOR PERSONNEL $
TRAVEL AND RELATED COSTS FOR PRINCIPAL INVESTIGATOR
(Must be essential to research; expenses for sojourning or for spouse/family are not allowable)
Locations /Duration
/ Mode of Travel / Fare ($) / Related Costs($)TOTAL FOR TRAVEL $
EQUIPMENT
(List specific items)
Quantity / Description / Unit Cost ($)TOTAL FOR EQUIPMENT $
OTHER EXPENSES
(List specific items)
Quantity / Description / Unit Cost ($)TOTAL FOR OTHER EXPENSES $
TOTAL FUNDS REQUESTED $
Should equal the value of the reduction in normal teaching and/or non specific (ordinary) research duties.
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JUSTIFICATION OF BUDGET
Using no more than one page, provide a justification of the budget items listed above and the choice of location(s) if any. Please note that the purpose and objects of the expenditures must be warranted in the context of the research outlined.
CERTIFICATION OF APPLICANT
1. I certify the information in this Application to be correct (please check or ‘X’ where appropriate).
Yes / Noa) Human participants (interviews, questionnaires, psychological or physiological testing) will be involved in this project. If Yes, a completed copy of the Human Participants Questionnaire must be attached. This form is available in the Office of Research Ethics.
If this project is to be undertaken in association with an outside institution, acknowledgement of awareness of project must be included. Institute’s acknowledgement is attached.
b) Vertebrate animals will be used in this project. If Yes, approval of the project by the York Animal Care Committee must be attached. This form is available in the Office of Research Ethics.
c) This project will require dealing with recombinant DNA molecules and/or animal viruses and cells. If Yes, approval from the Advisory Committee on Biological Safety must be attached. This form is available in the Office of Research Ethics.
2. Applicable Fringe Benefits on any salaries will be charged against any awarded funds.
3. This application is made in compliance with the application guidelines and conditions of award and the University's research-related policies and, in the event that an award is made, I will use any funds awarded in compliance with these conditions.
4. In addition, the reduction of my T4 salary is commensurate with the reduction (please check appropriate box) in my normal teaching and/or normal research activities. Furthermore, I understand that filing of my personal income tax return is my responsibility and I take sole ownership for my relationship with the Canada Revenue Agency.
5. I do not anticipate being reimbursed from any other source for the expenses outlined in the budget and I understand that if I am reimbursed from another source, then the expenses cannot also be claimed against this Research Grant.
6. I UNDERSTAND THAT THE UNIVERSITY DOES NOT PERMIT GRANT AND CONTRACT HOLDERS TO EMPLOY A RELATED PERSON ON GRANTS OR CONTRACTS ADMINISTERED BY THE UNIVERSITY, EXCEPT WITH THE WRITTEN PERMISSION OF THE UNIVERSITY. (I HAVE READ THE UNIVERSITY POLICY REGARDING THE HIRING OF RELATIVES WHICH IS APPENDED TO THIS APPLICATION FORM).
7. I understand that receiving a specific research grant may negatively affect my pension, as explained in Appendix C.
8. I have received and reviewed the University guidelines titled "Specific Research Grant Program - Non-Leave Grant". I have also read the Canada Revenue Agency guidelines appended to this application form in Appendix B, and will abide by them.
Date SIGNATURE OF APPLICANT
CERTIFICATION OF CHAIR OR DIRECTOR WHO IS RESPONSIBLE
FOR THE PAYMENT OF SALARY TO THE INVESTIGATOR
NAME OF APPLICANT:
I have reviewed this proposal and I am satisfied that:
o The University will benefit from this research activity;
o The activity is timely and appropriate for the field of interest of the researcher;
o The amounts requested in the budget appear reasonable and justifiable. (PLEASE REVIEW THE BUDGET CAREFULLY. Submissions that lack sufficient information for justification will be returned).
o I understand that the Faculty designate will initiate the necessary form(s) required for payment of the grant and, where applicable, status change.
o I understand that the amount of this award should not exceed 50% of his/her normal salary.
o I am satisfied the amount of the research grant is reasonably commensurate with the value of the reduction in the non-specific research component and/or teaching activities of the faculty member's normal responsibilities.
o This proposal has my support and approval.
Date Signature of Chair or Director
COMMENTS:
CERTIFICATION OF REVIEW
This grant was reviewed by a faculty committee on: ______(date)
Signature of Research and Awards Committee Chair
PROGRESS REPORT
Name:
Position:
School/Department:
Grant Name:
Title:
Amount Granted: $
Period in which grant was received:
Statement of work completed under the above grant:Any variation from previous approved project? YES NO
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DO NOT SUBMIT THIS SECTION WITH YOUR APPLICATION
SPECIFIC RESEARCH GRANT PROGRAM
NON-LEAVE GRANT
GENERAL PROGRAM DESCRIPTION
The program permits, under certain conditions, a researcher to receive a research grant in lieu of salary through a mechanism which includes peer review. The purpose and objects of the expenditures proposed must be warranted in the context of the research outlined and may not be duplicated in any other grants received by the researcher. The grant may be used for all the purposes of a grant-in-aid of research, but not to supplement income of the principal researcher. This program covers only research activities and is not intended to cover projects directed at teaching or the development of teaching related skills. When the research grant has been established, the funds are no longer considered to be salary but constitute a research grant which is subject to the regulations of the program and the research-related policies of the University. Specific conditions relating to the program are outlined below.
Grants awarded under this program are considered as taxable income. However, the grant payment will be treated as a T4A income for tax purposes and accordingly, no income tax will be deducted by the University. The award recipient is responsible for reporting the income to the Canada Revenue Agency and declaring against it eligible expenditures. Please consult your tax advisor with respect to how this program may affect your personal tax affairs.
Please see Appendix A for a recent review and interpretation of the Specific Research Grant Program.
SUBMISSION DATES
The process of reviewing research grant applications and completing financial arrangements can be a lengthy one and therefore the application form should be submitted to your Faculty Research Committee for a deadline which leaves two months between the deadline and the date on which the grant is needed.
Applications may be submitted for deadlines on the first day of February, May and November.
An application should request funding for expenditures to be made in a single calendar year only. Expenditures to be made in subsequent calendar years will require subsequent separate applications.
Please note that according to the Canada Revenue Agency, research grant-related expenses must be incurred in the same calendar year in which the research grant is received in order to be deductible from the grant. Please see the Revenue Canada Taxation Bulletin IT-75R4, for further details (Appendix B). Applicants should bear these matters in mind when applying.
ELIGIBILITY
Faculty members or professional librarians, either full-time or part-time who wish to conduct research during any academic year may be eligible. Retired academic staff, including Professors Emeritus are ineligible. Adjunct professors are not eligible to apply if they are hired solely to undertake teaching responsibilities.
GRANT LEVEL
The program uses the calendar year (the normal taxation year) as its base. Subject to the Canada Revenue Agency guidelines, the grant must be awarded and paid to the awardee during the calendar year in which the expenses are incurred. An application must be with respect to expenditures made in one calendar year only.
When preparing a submission to the program, an applicant should request an amount with reference to the eligible expenses in accordance with Canada Revenue Agency Interpretation Bulletin IT-75R4, attached. The amount of research grant to non-leave applicants should be reasonably commensurate with the value of the reduction in the non-specific research component and/or teaching activities of the faculty member's normal responsibilities. Awards to non-leave applicants will not exceed 50% of annual salary. Moreover, the University will not make any alterations with regard to salary payments already made to the applicant at the time of approval of the award; hence, the grant applied for may not be larger than the amount of unpaid salary less benefits remaining in the calendar year at the time of approval.
An applicant whose application is approved will have his or her salary reduced by an amount corresponding to the total of the grant. Grant payments will be included with the regular monthly salary payment; the gross monthly amount of grant and salary (before deductions) may not exceed the normal gross monthly salary.
APPLICATION AND REVIEW PROCEDURES
In completing the application, researchers should provide a description of the research activity which is sufficiently detailed for a determination to be made as to the reasonableness of the proposed expenditures in the context of the research to be carried out.
The applicant must clearly demonstrate that some component of his/her normal teaching activities and/or non-specific research responsibilities has been sufficiently reduced to accommodate the specific research being conducted.
All applications must be approved by the Chair of the School (or the Dean of a non-departmentalized Faculty) which is responsible for the payment of salary to the researcher. Librarians should have the approval of the Director.
A local Faculty Research Committee will review applications received for each deadline date. The Faculty Research Committee may consult on eligibility and other matters with the Chair, Dean, Director or Principal.
The researcher will be informed by a letter of the result of the deliberations. Once an award is made, the Faculty will initiate the payment process as outlined in the award letter by notifying the Payroll Department. The amount of the research grant will be reflected as a reduction in the researcher's salary and will be reported on an income tax T4A slip. Thus, under this program the researcher's total payment will be divided into two components: 1) salary and 2) research grant.
LEAVING THE UNIVERSITY
If, at any time during the term for which the grant has been made, the grantee ceases to be a member of the University and his or her salary ceases, the grant arrangement will terminate and salary and the grant amount are to be reconciled between the researcher and the University.
FINAL REPORT
Awardees must submit a brief report on what was accomplished as a result of the grant to the Faculty designate before any subsequent grants are approved.
EQUIPMENT
All equipment purchased with the awarded funds is the property and responsibility of the awardee and should not be purchased through the University’s Purchasing Department.
TAX INFORMATION
Please note that although the University approves a Specific Research Grant, 1) the question of the deductibility of expenses for income tax purposes must be in accordance with the Canada Revenue Agency regulations and such deductions should be claimed when the researcher files his or her personal income tax return; 2) any questions with respect to the eligibility of expense deductions must be resolved between the researcher and the Canada Revenue Agency. The researcher solely is responsible for any additional income tax which may become payable as a result thereof. The researcher is not required to submit an accounting for these funds to the University; but since it is the responsibility of the researcher to support claims for deductions to the Canada Revenue Agency, researchers should keep detailed records of research expenditures. The University is not in a position to offer any more detailed tax information than that which is contained in the Canada Revenue Agency Interpretation Bulletin IT-75R4, nor will the University assist the faculty member in the presentation of a case to the Canada Revenue Agency. Any questions about taxation regulations should be referred directly to the Canada Revenue Agency or to an external tax advisor.