VIU Scholarship, Research, and Creative Activity

Managing research funds

Congratulations on receiving funding for your research project!

Now that you have your funding, this page is designed to provide you with the information you need to manage spending during the project.

The ongoing disbursement of funds falls within the guidelines of VIU and the granting agency for the duration of the research grant. These guidelines, which form the Tri-Agency Financial Administration Guide, include the proper authorization for all expenditures, including travel and equipment purchases.  While not all grants held at the institution are awarded through the Tri-Agencies, VIU subscribes to Tri-Agency guidelines, wherever possible, in the administration of research grants and contracts held at the institution.

If your funding is provided by NSERC:

An overview of the responsibilities and accountabilities of the granting agency, the institution and the grantee (researcher) can be found on the NSERC website. An overview of the use of grant funds is also available on the NSERC website.

If your funding is provided by SSHRC:

SSHRC maintains a similar webpage which specifically addresses use of their funds under the various programs and includes the links and timeline for reporting.

Accessing Your Funding

The Scholarship, Research and Creative Activity (SRCA) Financial Assistant will send, via email, the required forms to grant holder for completion. The grant holder's Dean will authorize the cost centre request and the signing authority forms.  Completed forms are then returned to the SRCA Financial Assistant who arranges for Finance to activate the cost centre.

Grant holders will be given access to VIU’s Financial Record System (FRS) once their signing authority has been entered into the system.  This allows for real-time review of expenditures and revenues to the grant account.  Training sessions in reading and interpreting financial reports in FRS are done individually with new grant holders as soon as the cost centre is active.  This session allows for grant holders to address specific financial concerns and questions.

The SRCA Financial Assistant, in conjunction with Finance, will ensure residual funding for ongoing grants are deferred to the next fiscal year.  Grant holders and their Faculty support personnel need not worry about this step.

Indirect Costs

Where warranted and applicable, VIU charges a minimal amount for indirect costs on research grants or contracts.  For more information on the indirect cost formula at VIU see the  guidelines here.

Reporting Requirements for Granting Agency

Tri-Agency financial reporting requirements are the responsibility of Finance.  Financial reporting on other grants and contracts are the responsibility of the grant holder but must be reviewed by Finance prior to submission to the funder.  Narrative reports are the responsibility of the grant holder.

Information on Tri-Agency reporting and supporting documentation can be found here


Should overspending occur, the SRCA Financial Assistant and Finance staff will work with the grant holder and their Dean to identify where additional dollars can be found to offset the deficit.

Grant Expiration

Should the research not be completed at the time the grant or contract expires, the grant holder may be able to request an extension from the research agency. The SRCA Financial Assistant reviews grants on a regular basis and will be aware of the approaching deadline.  Most agencies, however, require requests for extension prior to the existing end date of the grant. 

Helpful Links

VIU Forms

Research Compliance (research involving humans, animals or hazardous materials)