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Queen's University
 

USEFUL TIPS FOR TRI-COUNCIL GRANTS 

Prepayment of Internet and Phone Charges

The Tri-Council agencies (NSERC, SSHRC and CIHR) do allow monthly charges for the use of home internet as well as monthly plan fees for electronic devices (i.e. cellular phones) as long as they are required for research purposes and with adequate justification.

It is recommended that grant holders pay for these services in advance and submit a personal reimbursement claim for these costs.  The reimbursement claims must sufficiently document how these expenses relate to the research project being charged.

In rare circumstances where a procurement card has been used to prepay these types of charges, grant holders are responsible for forwarding a detailed justification to Research Accounting, to be retained on file for future audit purposes.

This document should contain the following details:

  • The project number being charged  
  • A description of the type of expense
  • An explanation regarding why the expense is necessary for the research project being charged
  • Affirmation regarding the proportion (percentage) of the expense used for business purposes.  For example if the full expense is being claimed, the proportion used for business purposes is 100%, which must be indicated in the document.  If a partial claim is being made, a reasonable allocation supporting the proportion of the claim must be included in the document.
  • The document must be signed by the grant holder.

Please be advised the Tri-Council monitoring team may call upon grant holders to further discuss these claims as part of future monitoring visits or audits.

If you have any questions regarding this requirement, please contact Research Accounting at research.accounting@queensu.ca

Kind Regards,

Queen's Research Accounting

Kingston, Ontario, Canada. K7L 3N6. 613.533.2000