Sub-Contracts
The Office of the Vice-President (Research, Innovation and International) facilitates sub-contracts between the university and various types of partners and organizations.
Follow the processes below to coordinate sub-contracts, including sub-awards, from the applicable organization.
Note: Sub-contracts, transfers of funds and sub-awards are all Inter-Institutional Agreements.
Table of Contents
Tri-Agency Organizations and Canadian Foundations
The Carleton Office for Research Initiatives and Services (CORIS) facilitates inter-institutional agreements from the following funding sources:
- Canadian Institutes of Health Research
- New Frontiers in Research Fund
- Natural Sciences and Engineering Research Council
- Social Sciences and Humanities Research Council
- Canadian foundations
The process for requesting outgoing agreements or review of incoming agreements for signature is managed through CUResearch and described below.
Contact CORIS for additional support
Outgoing Agreements to Other Institutions
Important Notes
NSERC and SSHRC permit the transfer of grant funds to co-applicants and co-directors, but not to collaborators.
NSERC only permits the transfer of grant funds to NSERC-eligible institutions.
CIHR permits the transfer of grant funds to individuals supporting the grant activities at other locations, including but not limited to principal applicants.
For outgoing transfers to any Canadian university or educational institution, follow this step-by-step guide:
- Start an EVENT in cuResearch. Download illustrated instructions by clicking on the following link: How to Request a Subaward (PowerPoint).
- Select the type of agreement you wish to request:
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- Benefits: Allows for review and approval of funds prior to reimbursement of expenses.
- Risks: Collaborators may not have sufficient funds to cover the expenses.
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- Benefits: Funding can be sent in advance of purchases.
- Risks:
- Funding may not be used for the intended purpose;
- Funding may be spent on ineligible expenses;
- The collaborating institution may not provide a financial report; and
- If ineligible expenses are incurred and/or reporting is not completed, and the collaborating institution does not address the error, the Principal Investigator will be required to use another source of funding to make up the budget shortfall.
- Complete the required information, including:
- Collaborating institution’s full legal name;
- Recipient’s first and last name, and email address;
- Budgeted amount with total sum for direct and indirect costs;
- Activities the funds are supporting (scope of work/use of funds)
- Start and end dates for the agreement (sub-contract)
- Sign the transfer: The Research Administrator will email you the agreement when ready to sign and return.
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View the applicable step and approximate timelines for each:
- Agreement Draft: Two (2) to three (3) weeks (if all information is submitted)
- Collaborating Institution Review
- Within Canada: two (2) to three (3) weeks to six (6) months
- Internationally: one (1) month to three (3) years
- Note: Most internationally based institutions expect to recover indirect costs and may not be willing to sign an agreement for funding that does not permit such expenses, i.e. Tri-Council funding
- Carleton Countersignatures: One (1) to two (2) weeks
- Note: It is the requester’s responsibility to fully understand and adhere to the terms and conditions of agreements.
- Financial Approval and Issuing: Two (2) to four (4) weeks
- Note: Finance will hold all transfers if the Collaborating institution has not submitted the mandatory financial reporting documents.
Receiving an Agreement
Submitting transfers for review by following these steps:
Step 1) Does this transfer relate to an existing cuResearch file?
- Yes: Send the transfer via email to rpa.vpri@carleton.ca (Include cuResearch file number in subject title)
- No: Go to Step 2
Step 2) Log in to cuResearch;
Select “Apply New” on the top right;
- Select “Approval Form” under CORIS awards; and
- Complete the required information on all tabs based on the information contained in your sub-agreement, which includes
- Project Tab:
- Project Title;
- Start date of the use of funds;
- End date of the agreement: and
- Team Tab
- Add all relevant Carleton Faculty Members
- Sponsor Tab
- Agency:
- Issuing/sub-contracting institution sending funding, and the disbursement by year. Ex: University of Ottawa (amount of direct and indirect costs)
- Original funding source with $0 dollar; ex: SSHRC Insight
- Agency:
- Attachments
- Upload a copy of the agreement
- Project Tab:
Step 3) A Research Administrator will contact you after reviewing the agreement to make a recommendation, which may include revisions to the terms and conditions to protect you more comprehensively and align with Carleton policy. Please review the terms and conditions carefully and ask as many questions as required.
Step 4) Once the agreement has both the institutional signature and yours, it is returned to the issuing/sub-contracting institution.
Step 5) The issuing/sub-contracting institution will countersign and send a copy to Carleton.
Step 6) If all ethics requirements have been met, the agreement will the sent to Research Financial Services for processing
Industry, Canadian Government and Not-for-Profits
Contact our Director of Industry Partnership Services, Chris Lannon, for transfers related to:
- NSERC Alliance Grants (partnered)
- Mitacs Elevate or Accelerate Grants
- Canadian Industry
- Canadian Government departments (federal, provincial, municipal)
- Canadian community organizations
International Governments, Foundations and Not-for-Profits
Contact our Manager of International Projects, Heloise Emdon, for transfers related to:
- Participants who assisted in international project proposals
- Internationally-based funders (foundations, government, universities, others)
- Mitacs Globalinks
- IDRC (International Development Research Centre)
- Global Affairs
Find out more about research expenses.
See details on research expenses, paying personnel and Carleton financial systems on our Post Award page.