VIU Scholarship, Research, and Creative Activity

Financial Management

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 NSERC Policies and Guidelines. An overview of the use of grant funds is also available.

If your funding is provided by SSHRC

Regulations Governing the Use of SSHRC Grant Funds addresses use of their funds under the various programs and includes the links and timeline for reporting.

If your funding is provided by CIHR

Canadian Institutes of Health Research Funding Overview contains important information for researchers on the various programs, eligibility, and financial practices for grants.

Accessing Your Funding

You will receive notification from the Scholarship, Research and Creative Activity (SRCA) Office or via ROMEO about the forms grant holders must complete to allow for access to their funding. The grant holder's Dean will authorize the forms (Work Order Request and Signing Authority forms). Completed forms are then returned to SRCA for review, final authorization and forwarding to Finance who activate the work order.

VIU has implemented a new Financial Information System (FIS). “My Simplified Researcher Reporting by Fiscal Year” Detailed training materials, including how to access this report in your FIS Employee Portal, can be found at the following link:  If you need help interpreting the report or if your review includes a previous fiscal year, please work with a financial assistant in your area.

To learn how to create a Purchase Requisition, Goods Receipt, PCard changes, or Employee Expense, access the Employee Training Portal.

Indirect Costs

 VIU Charges 25% indirect costs on research contracts and agreements. Some exceptions may apply. Learn more about the indirect-costs-recovery-and-distribution-2024.pdf.

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.

Tri-Agency reporting and supporting documentation


SRCA and Faculty Financial Assistants will work with the grant holder and their Dean to identify where additional funds 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 granting agency. SRCA staff review grants on a regular basis and will be aware of an approaching end date. Most agencies only consider requests for no cost extension if the request is received prior to the end date of the project.

Helpful Links