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Frequently Asked Questions

This section is intended to provide answers to frequently asked questions received in the day-to-day conduct of research administration. It will also be used for questions raised during the RAN sessions.

Delegation of Signing Authority

Prior to May 15th, 2013, a PI delegated signing authority on his funds and the form was submitted to Transaction Services. Is the paper form still considered valid?

Yes, any paper forms delegating signing authority which were submitted to Transaction Services prior to May 15th, 2013 are considered valid.

Can the PI delegate a staff member such as a secretary if she/he so wishes?

"The delegate must be a faculty or staff member possessing the necessary skills and knowledge for the effective exercise of signing authority."  The best practice is for the PI to delegate to a peer or higher up. Delegating grant holder authority to individuals for administrative convenience is not considered acceptable by the Tri-Agency. 

When the temporary delegate is assigned, does the delegate receive an email notification that the delegation is confirmed or revoked?

Delegates do not receive notifications.

For a Tri-Agency fund, can a delegate sign for payment requests and travel advances?.

Yes, the delegate can sign on both a travel advance (even if it is for a student) and payment request.

Do all visitor expense reports have to be signed by the Dean or Chair?

No, only visitor expense reports charged to Tri-Agency grants need the signature of the Dean/Chair.

Expense reports charged to Tri-Agency funds which are payable to students and visitors cannot be delegated. The grant holder must approve these expense reports. Please confirm that the delegate form will be valid for all grants other than Tri-Agency (CIHR, NSERC, SSHRC).

For all grants other than Tri-Agency, please verify the grant agreement for restrictions (if any).

Could you please clarify regarding the delegation of signing authority for FRQS, FRQNT and FRQSC, as they are not Tri-Agency funds. The directive states that expense reports charged to Tri-Agency funds which are payable to students and visitors cannot be delegated. Do we follow this directive for FRQ- funds as well?

For all grants other than Tri-Agency, please verify the grant agreement for restrictions (if any).

Will an email from the PI (attached to the expense report) authorizing the expenses for a student on a Tri-Agency fund be acceptable?

An email based authorization by the PI of student/visiting research travel expenditures is acceptable when the PI is away from the university. Keep in mind that the PI will need access to the travel expenditure details (the claim details) in order to exercise the authorization. -Confirmed by Tri-Agency, email dated Friday, May 17, 2013 2:25PM

The PI is currently on leave and not reachable. In regards to signature requirements for expense reimbursements relating to students charged to Tri-Agency grants, will the Chair's signature be acceptable in lieu of the PI's signature?

No, the PI's signature is required for expense reimbursements relating to students charged to Tri-Agency grants.