Contact Officer: Associate Director, Research Accounting
Purpose |
The Special Research Project (SRP) procedure provides clarity on the authority, accountability and establishment of SRPs. Special Research Projects (i.e., Accounts) hold funds received from indirect costs associated with research agreements, residual balances from completed research projects, donations, gifts and endowments for the purpose of research, and funds provided by internal sources for the support of research activities. In order to reside in an SRP, the related funds must not have any of the following restrictions:
The official funding letter from the sponsor will need to clearly indicate that these conditions do not apply. If any of the above criteria apply, the funds cannot reside in an SRP. Personal contributions to one’s SRP are allowable, with approval from the Associate Director, Research Accounting and the Executive Director, Research Operations and Strategy, however, income tax receipts will not be issued. This would include proceeds from book or publication sales. The opening balance of a new SRP must be a minimum of $2,000. Where funding is less than $2,000, the department will manage the funds on behalf of the researcher (e.g. departmental operating fund). Faculty members will have a maximum of two SRPs: one for internal sources of funding and one for external sources of funding. In order to comply with accounting standards, internal and external sources of funding must be managed in separate research projects. |
|
Establishing a New Special Research Project |
Faculty Member |
Complete a new TRAQ DSS (for a minimum of $2,000) including an official funding letter from the sponsor, and submit electronically for Department Head approval. The sponsor letter and approved TRAQ DSS are required if the Faculty Member is expecting external research funds, which have no restrictions; or if the Faculty Member is receiving internal research funds (e.g. contribution from Faculty, Dept or School), which have no restrictions. In cases where an SRP is required to manage residual funding or indirect costs revenue, these projects will not require a TRAQ DSS since the original source of these funds is already captured in TRAQ. For these scenarios, please send an email request to research.accounting@queensu.ca. |
Department Head |
Review and approve the TRAQ DSS. |
Research Services |
Approve the establishment of the SRP and advance to Research Accounting for project set-up. |
Research Accounting |
Email Budget Template and Research Project Signing Authority Request form to faculty member for completion; once received, review and establish the SRP. |
|
Allowable Use of Funds |
Faculty Member |
Review the detailed list of eligible expenses (see Appendix A). If the eligibility of an expense is questionable or does not appear on Appendix A, contact Research Accounting to discuss eligibility. Use of SRP funds for salary and stipend payments to the account holder is not permitted. Over-spending is not permitted. |
|
Accountability and Review |
Faculty Member
Research Accounting, Internal Audit Services |
Responsible for adhering to Queen’s policies and procedures.
Reviewed by Research Accounting, Queen's Internal Audit, and Queen’s University External Auditors. |
|
Annual Compliance Reminder for Special Research Project Funds The Annual Compliance Reminder notice will be sent to all SRP owners each year. These annual notices act as reminders to Faculty Members to ensure their SRP(s) are in compliance with the following:
|
Research Accounting |
Email Annual Compliance Reminder to each SRP holder. |
Faculty Member |
Ensure compliance requirements listed in Annual Compliance Reminder are met. Notify Research Accounting or Research Services of any known issues of non- compliance. Notify Research Accounting if an SRP can be closed. |
Faculty Member and Research Accounting |
Keep all original supporting documentation for expenditures as required by prevailing Queen’s University policies. |
|
Closing Special Research Projects |
Faculty Member | Notify Research Accounting if an SRP can be closed. |
Research Accounting |
Close SRP upon receiving confirmation from SRP owner or authorized delegate by: |
Research Accounting |
Applying SRP funds to honour existing commitments in the Faculty Member’s other research accounts; this will also apply when Faculty Member leaves the employ of the University. |
Research Accounting |
Return any remaining funds to the Faculty/School/Department of the Faculty Member after existing commitments have been discharged. |
Appendix A
Eligible Expenses |
Ineligible Expenses |
Compensation Related Expenses |
|
|
|
Travel and Subsistence Expenses |
|
*Must be in accordance with Queen’s Travel Policy
|
|
Hospitality Expenses |
|
*Must be in accordance with Queen’s Hospitality Policy |
|
Sabbatical and Leave Expenses |
|
|
|
Equipment and Supplies Expenses |
|
|
|
Computers & Electronic Equipment Expenses |
|
|
|
Dissemination of Research Results |
|
|
|
Services and Miscellaneous Expenses |
|
|
|
Date Approved: March, 2021
Related Policies, Procedures and Guidelines: Research Administration Policy