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Frequently Asked Questions

Signatures

What do I need to bring to the OSR in order to get a signature on a grant application?

You need to bring the original grant application plus one complete copy to be deposited at the OSR. The OSR copy must be accompanied by a completed and duly signed OSR Checklist . Consult the appropriate Grants Officer for additional requirements.

I am a McGill faculty member affiliated with a teaching hospital. Where do I get my grants signed?

This depends on where you want to have your grant(s) administered financially, at the hospital or through the University’s finance office. Grants administered at the hospital need to have the hospital's institutional signature/approval while grants administered via McGill’s Research Financial Management Services should be signed by the OSR. Please contact the grants officer associated with your discipline for further information.

My grant application does not require signatures. Do I still need to bring a copy to the OSR?

All research grant applications require the review and signature of the Office of Sponsored Research, whether the sponsor requires it or not. OSR internal deadlines are posted on the deadlines page of this website.

Who is the signing authority for research grants applications/agreements?

The Associate Director of the Office of Sponsored Research.

Transferring a grant/funds

I am taking up a position at McGill. How do I transfer my grants from my old institution to McGill?

You should contact the sponsor to request the transfer of your grants to McGill. CIHR, NSERC and SSHRC will follow up with both institutions. For transfers from other agencies, please contact the appropriate McGill grants officer. In all cases, the OSR requires a complete copy of the application as submitted to the agency, a copy of the letter of award, and a complete, signed OSR Checklist . Additional documents may be requested by our office as required.

I am taking up a position at another Canadian university. How do I transfer my grants from McGill to my new institution?

You should contact the appropriate OSR grants officer as well as the grants office at your new institution. The grants officer will follow up with the appropriate sponsor authorities to initiate the transfer of your grants.

How do I transfer Tri-council funding to my co-applicants within Canada?

Contact your fund administrator at the Research Financial Management Services.

How do I transfer funds from my grant to my co-applicants outside of Canada?

To initiate these transfers, please submit a completed Request for Subaward Agreement Form to our office. You will be contacted by a staff member upon receipt of this checklist.

How do I initiate a transfer agreement with IP, copyright, or any non-standard clauses to my co-applicants at other universities?

To initiate these transfers, please submit a completed Request for Subaward Agreement Form to our office. You will be contacted by a staff member upon receipt of this checklist.

Submitting an application

I need an IRS taxation letter for my grant application. Where can I get this?

You should submit a complete copy of your grant to the OSR by the internal deadline. Upon review of your grant, the appropriate officer can provide a copy of this documentation for you to include with your application.

If I am the co-applicant, do I have to submit a copy of the application to the OSR?

Yes, a copy must be submitted to the OSR:

  • If the application requires the signature of a University representative.
  • If you are expecting a share of the funding when awarded.

Checklist

Why do I have to fill out the checklist?

The information on the checklist is collected for statistical purposes for government reporting. The applicant should complete and sign the checklist.

Who do I call regarding questions on the checklist?

You should contact our office at (514) 398-3996.

Who signs the checklist?

  • Applicant (required): The applicant signs to agree to comply with the sponsor and University regulations and policies.
  • Department chair (required if signature is not on the actual application): The department chair signs to confirm the commitment of time and space to undertake the research.
  • Faculty dean/delegate (if required by your faculty): This signature confirms eligibility to apply for the grant.

I am the Chair, Dean or Director and the applicant; do I sign the checklist twice?

No, you should obtain the signature of the person to whom you report.

Award approval

I have received funding. How do I know if the OSR will handle the file?

Forward the notice of award or agreement and a complete copy of the application to the OSR. We will evaluate the documents and determine if this will be administered by the Office of Sponsored Research. Please anticipate a reasonable delay.

I have been awarded a grant. Where do I send the cheque?

The cheque should be forwarded to the Research Financial Management Services. A copy of any letter or notice from the agency confirming that you have been awarded the grant should be forwarded to the Office of Sponsored Research.

I have been awarded a grant. How do I get my fund opened?

If your application was submitted through the OSR, the agency will be sending a copy of the notice of award (NOA) to the Office of Sponsored Research. Once the OSR has received the NOA, an awards assistant will contact you if any further documents are required. When the file is complete, the OSR will authorize the Research Financial Management Services to set up your new fund number.

How long does it take for the OSR to authorize the opening of a new fund?

It depends. If:

  • the OSR has all required documents, at least 3 working days.
  • required documents are missing, it will take longer.
  • there is an agreement involved, the agreement must be fully signed and executed before the fund can be approved.

Who will provide me with the fund number?

The Research Financial Management Services will provide you with the fund number.

I want to purchase an item. How do I know if the item is an eligible expense?

Contact your fund administrator in the Research Financial Management Services for information on eligible expenses.

How are the indirect costs from my grant distributed?

A portion is distributed back to your faculty. Please consult the Budgets & indirects page for more details.

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