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Each project will be allotted a maximum of $4,000 for eligible research.  Unspent funds at the end of the project will revert to the School. 

1.0 Responsibilities

1.1 Director

1.1.1 The Director will review the final budget values to ensure that the PTH 992 budgets fit within the parameters of the School of Rehabilitation Science budget.

1.2 Faculty Advisor

1.2.1 The Faculty Advisor will guide the research group in the preparation of their budget.

1.2.2 The Faculty Advisor must review the budget and ensure that planned expenditures are consistent with the Guidelines (see "" list ).

1.2.3 The Faculty Advisor must approve appropriate research-related expenditures not included in the original budget (if required).

1.2.3.1 If changes are substantial, a new budget must be prepared and submitted to the Executive Assistant.

1.2.3.2 If unsure whether a new budget is required, check with the Executive Assistant.

1.3 Research Group

1.3.1 Each group will submit a budget for the full project to their Faculty Advisor for approval. A budget template is included in Appendix 3. This budget must be submitted to the Executive Assistant (once approved by the Faculty Advisor) no later than June 15th of the first year of study. Please refer to "Examples of Eligible Expenses" list.

1.3.2 Each group must appoint a Treasurer.

1.3.3 Each group must adhere to their budget

1.4 Treasurer

1.4.1 The Treasurer must provide a copy of the approved budget to the Executive Assistant no later than June 30th of the first year of study.

1.4.2 The Treasurer must maintain records of his/her group's expenditures.

1.5 Executive Assistant

1.5.1 The Executive Assistant will provide a balance sheet to the Treasurer (cc Faculty Advisor) during Module 7 and Module 9.

1.5.2 The Executive Assistant will provide a balance sheet to the Faculty Advisor at the end of the project once accounts have been reconciled.

2.0 Management of the Fund

2.1 The Executive Assistant will assist research groups in completing requisitions for supplies/services (i.e. printing, photocopying, purchase of stamps, envelopes etc.) from the University of Saskatchewan and orders from external businesses.  Please consult with the Executive Assistant before proceeding with any purchase to ensure the best method is being used.

2.2 The research group must appoint a member to act as the Treasurer for the group.  Any reimbursement to a group member for a purchase must be submitted to the Executive Assistant by the Treasurer on an "Expense Claim Form" (see Appendix 2) with all original detailed receipts.  If there is more than one student requiring several smaller reimbursements, a cheque will be issued to the Treasurer to re-distribute the funds appropriately.  Students will need to keep copies of receipts for reconciliation purposes.  Reimbursement takes at least four weeks.

2.3 The Executive Assistant will assign an activity code for research-related expenses for each research group.  The activity code identifies the group so that expenses are billed to the appropriate group.

2.4 Any equipment or left over supplies/stationery will be the property of the School of Rehabilitation Science

3.0 Examples of "Eligible" Expenses

Please see the Executive Assistant before proceeding with any purchases.

Equipment: Goniometers, stop watches, hand-held dynamometers, measuring tapes.

Supplies: Electronic media (CDs, DVDs), disposable items, e.g. electrodes, examining gloves.

Services: Transcription, calibration, advertising.

Transportation: Parking or travel expenses for participants, student travel to remote research sites (e.g. data collection).

Refreshments: Food/drinks (non-alcoholic) are eligible for recruitment, information and dissemination meetings involving participants, consultants and research assistants (see documentation requirements below).

Stationery: Envelopes, postage.

Printing: Questionnaires, posters*

Recruitment: Small cash amount (no more than $20.00) for token of appreciation or incentive (see Guidelines for Tokens of Appreciation and Incentives).

Gifts: A small gift as a token of appreciation is acceptable (no more than $20.00 in value).  See Guidelines for Tokens of Appreciation and Incentives).  

Educational Material: Books, DVD's (e.g. self-management, exercise etc).

Lotteries/Draws: A lottery/draw as a means of incentive or appreciation is acceptable.  Can consist of cash, gift card, or prize but should not be worth more than $100 per project. However, if cash or a gift card is the prize, taxation information will be needed from the recipient before giving out the prize.  See “Guidelines for Tokens of Appreciation and Incentives” for further details.

*It should be noted that posters for Knowledge Sharing Day must be printed through XL Printing on campus.  The School will pay up to $100 for the poster.  Any exceptions must have prior approval from the Executive Assistant.

*It should be noted that posters for Knowledge Sharing Day must be printed through XL Printing on campus. Any exceptions must have prior approval from the Executive Assistant.

4.0 Examples of "Non-Eligible" Expenses

  • Food or beverages for meetings where the participants consist of only the research team members.   
  • Alcoholic beverages.
  • Expenses for travel to conferences to present results of project.

5.0 Methods of Payment

There are several methods to pay for goods/services, e.g. petty cash, cheque reimbursement, direct charge to research account.  Ask the Executive Assistant for assistance with these procedures prior to making your purchase.

6.0 Documentation Requirements

6.1 Receipts: An itemized receipt (listing what you have purchased) is required.  Not the credit card or debit receipt.

6.2 Refreshments: When submitting receipts for the purchase of food and/or beverages, a sheet of paper must be submitted outlining the purpose of the meeting and the names of the individuals attending.  If the individuals are subjects for the research project, names do not need to be included due to confidentiality.

6.3 Travel: A travel request form must be completed prior to the travel.  Details of the travel must be submitted to the Executive Assistant at least 6 weeks prior so she can submit the travel request form through the U of S electronic travel system.  Once the travel is completed, original receipts must be submitted to the Executive Assistant so she can complete a travel claim on behalf of the individual travelling.

Normally, all receipts will be required to be submitted to the Executive Assistant within one month of purchase except near the end of the project where all receipts must be submitted before Knowledge Sharing Day.

7.0 Tokens of Appreciation and Incentives

A small cash amount or gift card, no greater than $20.00, may be given to those who partake in a 992 study.  Prior to the study taking place, the “Research Participants Funding Requisition Form” must be completed by the Faculty Advisor. 

Before completing this form, the research project has to be approved by the Research Ethics Board.  (The Faculty Advisor will need the Ethics File # in order to complete this form.)  Once the “Research Participants Funding Requisition” form is completed, it should be given to the Executive Assistant to review and send off for signatures and processing.

Once the form has been processed, the Faculty Advisor will receive the funds to purchase the gift cards or give out cash (this will appear in their bank account through their direct deposit).  Or they may withdraw the funds from their bank account and give to the Treasurer of their group to purchase gift cards.

When the time comes to distribute the cash or gift cards to participants, an “Appreciation Receipt Form” must be filled out for each participant (see Appendix 3).  The information required on this form is governed by the Canada Revenue Agency (CRA).  Data needed are: the recipient's name, address, SIN numbers, the amount of the gift, whether the recipient is a current U of S employee, date of the payment, and the recipient's signature.  It is the responsibility of the Treasurer to ensure that all the information required on the Appreciation Receipt Form is obtained before distributing the cash or gift card.  Once the form is complete, it must be returned to the Executive Assistant, no later than the day following payment. 

7.1 Sending out Gift Cards by Mail
The same process applies, as written in the above three paragraphs, except for:

The “Appreciation Receipt Form” indicates that a signature is required; however, as the participants have not been seen in person, it is not reasonable to obtain signatures.  Therefore, you will need to note why signatures were not obtained on this form (i.e. interview was conducted over the phone or was an online questionnaire etc.)

7.2 Purchasing a Gift Card through the U of S Bookstore
The Treasurer can use a CFOAPAL (university fund) when purchasing a gift card from the U of S Bookstore.  The CFOAPAL can be obtained from the Executive Assistant.  The same requirements are required with respect to the completion of the Appreciation Receipt Form.  Copies of the itemized receipt must be submitted to the Executive Assistant by the 15th of the month following the purchase, e.g. item purchased January 3rd submit by February 15th.

7.3 Parking Expenses
Parking expenses do not fall under tokens of appreciation and incentives. There are separate guidelines for parking.

7.4 Educational MaterialEducational material (e.g. Books, DVD – self-management, exercise, etc.), no greater than $50.00 in value per participant, may be purchased and distributed to research study participants.  The normal procedures for purchase of these items apply.

7.5 Lotteries/Draws
A lottery or draw may be conducted as a means of incentive or token of appreciation.  The lottery may consist of cash, gift card(s), or prize(s) but should not total more than $100 per project.  The normal procedures for purchase of these items apply.  If the lottery is a cash prize or gift card there are income tax implications.  Therefore, the winner(s) would need to provide information that the CRA requires such as,  the recipient's name, address, SIN number, the amount of the gift, whether the recipient is a current U of S employee, and the recipient's signature.  This information would be required to accompany the documentation outlining the purchase.  It is the Treasurer’s responsibility to ensure that this information is submitted to the Executive Assistant.

7.6 Faculty Research
The same basic principles apply as per PTH 992 Research Projects.  For further information regarding process, please contact the College of Medicine’s Financial Administrative Officer designated to the School of Rehabilitation Science.

Appendix

This is a sample of what the budget might look like 

PTH 992 Group Project Budget Template

 
School of Rehabilitation Science
Expense Claim Form for PTH 992 Project Expenditures
 
 
Name of the individual requesting reimbursement: _____________________________
 
Address of the individual requesting reimbursement: _____________________________
                                                                            _____________________________
 PTH Group Number:  __________________
 
Describe the item you are requesting reimbursement for below and indicate the amount of reimbursement. 
 
Original itemized receipts must be attached to this claim.
 
If you are submitting expenses related to a meal or refreshments, ON A SEPARATE SHEET, describe the purpose of the meeting, the names of the individuals at the meeting, excluding research subjects, and the date of the meeting.
 

Description of Expenditures

$ Amount

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Total Claim

 

 
 
Date:                 __________________________
 
Signature:         __________________________
 
Submit this form to the Executive Assistant along with your receipts.
APPENDIX 3
 
School of Rehabilitation Science
University of Saskatchewan
 
Appreciation Receipt Form
 
PTH 992 Group #:  _________
 
 

Recipient’s Name

Address (include postal code)

SIN #

$ Amount of Gift

Is Recipient a U of  S Employee

 (Yes or No)

Date of Payment

Recipient’s Signature