The RFA/RPA is responsible for the closing process of research work orders.
Research work orders can be closed when all of the following criteria are met:
- all deliverables have been completed, submitted and accepted by the sponsor;
- all income has been received from the sponsor;
- all overhead has been charged to the work order;
- all commitments have been cleared;
- final financial reporting has been completed, submitted and accepted by the sponsor; and
- additional funding is not expected.
Closing a research work order with residual (surplus) funds
- Residual balances of most Natural Sciences and Engineering Research Council (NSERC) and Social Sciences and Humanities Research Council (SSHRC) work orders are transferred to a University of Waterloo General Research Fund (GRF). Funds transferred to the GRF may or may not be made available to the PI; permission to access GRF funds is not automatic and must be fully justified in terms of an ongoing research program or new initiative. View the list of NSERC and SSHRC programs that are eligible to be transferred to the GRF.
- The residual balances of Canadian Institutes of Health Research (CIHR) work orders over $100 are returned to CIHR; these funds are not transferred to the GRF and are not available to PIs following the end of the research grant
- Some sponsors require that surplus funds are returned to them, as outlined in the agreement. If this is the case, the return of funds is initiated by the RFA/RPA; the payment request is approved by the PI within Unit4 workflow.
- If the return of funds is not required, the surplus may be used to offset other relevant and eligible expenses in other related (research or operating) work orders if appropriate. The appropriate RFA/RPA will contact the PI to discuss their options. If the surplus is $100 or less, it will be resolved to a corporate work order.
Closing a research work order with a deficit
- Deficits must be resolved in a timely manner; the appropriate RFA/RPA will contact the PI to discuss their options and initiate the resolution process.
- PIs are responsible for funding deficits in research work orders from alternate eligible research or operating funds.
- Deficits of $100 or less will be resolved to a corporate work order; the PI is not responsible for providing an alternate source of funds.
- Options for funding deficits greater than $100 include:
- Alternative research work order: Transfers to this type of work order require the approval of the PI of the target research work order and confirmation that the charges being transferred are relevant and eligible expenses on the target research work order.
- PI’s returned overhead work order: Transfers to this type of work order require the approval of the work order holder (typically the Dept. Chair or Faculty Dean or FFO, not the PI)
- Departmental or Faculty work order: Transfers to this type of work order require the approval of the work order holder (typically the Dept. Chair or Faculty Dean or FFO).
- Transfers of deficits are subject to the individual sponsor regulations.
- Contact your RFA/RPA for further information.