FAQs

Find Funding Opportunity

Where can I search for funding opportunities?
Research Services maintains a funding opportunity database located hereOur database contains funding opportunities for researchers, postdoctoral fellows, and trainees.  You can also subscribe here to receive the weekly Funding Opportunities Addendum bulletin.
When is the internal deadline for submitting my funding application to RSO for institutional review and signature?
The RSO deadline is five business days (within University business hours) before the sponsor deadline unless otherwise communicated. This is the date at which Faculty approval must be obtained.  Faculties or departments may also have their own internal deadlines for application review and signatures.  Please see our RSO Internal Submission Deadlines for Proposal Request Institutional Approval for additional information.

Develop & Submit Proposal

Do all applications need to be forwarded to RSO for approval?
All applications for research-related funding should be submitted to RSO for approval as per Research Administration Roles and Responsibilities Procedure.  These applications should be submitted by requesting a new proposal through the Researcher Home Page.  Additional instructions can be found here.
Does the University of Alberta require original ink signatures on documents?

On RSO forms original ink signatures are not required. Wet ink, scanned, digital or electronic signatures and online approvals (when available) are all acceptable. On sponsor forms it depends on what the sponsor requires. On research contracts RSO has discretion to consider non-ink signatures in certain situations

Research Administration Roles & Responsibilities

How can I make changes to requests generated via the Researcher Home Page after I have clicked "Submit"?
Contact rsoinfo@ualberta.ca, who will help you with the required changes.
What are indirect costs/ overhead and do I have to include them in my budget?
University policy defines indirect costs as expenditures incurred in the conduct of research that are not readily or effectively traceable to specific expense activities, yet are real costs that must be included in the budget for a research project except where expressly prohibited by the sponsor. See our Indirect Costs of Research page for additional details
How do I calculate indirect costs (overhead)?
See our Indirect Costs of Research page for detailed instructions and a calculator tool.
How do I create a Request for New Application/Proposal/Project?
Instructions can be found in our quick reference guide Request for New Application/Proposal/Project.
I can't see the Researcher Home Page, how do I create a Request for New Application/Proposal/Project?
If this is your first request you will have to work with either your research facilitator or an administrator in your department to create the request. Once the request has been submitted, you will be able to see the Researcher Home Page.
When is the internal deadline for submitting my funding application to RSO for institutional review and signature?
The RSO deadline is five business days (within University business hours) before the sponsor deadline unless otherwise communicated. This is the date at which Faculty approval must be obtained.  Faculties or departments may also have their own internal deadlines for application review and signatures.  Please see our RSO Internal Submission Deadlines for Proposal Request Institutional Approval for additional information.
Whose signature (i.e approvals) need to be on a funding application?
The signatures/approvals required are driven by U of A policy and sponsor requirements. See our Approval/Signature Requirements page for additional details
My application is asking for contact information for an authorized representative or finance contact. Where can I find this information?
The University’s proposal contacts can be found on our website, Uofa Contacts for Proposals (Applications) page. 

FINALIZE FUNDING DOCUMENTATION

Does the University of Alberta require original ink signatures on documents?

On RSO forms original ink signatures are not required. Wet ink, scanned, digital or electronic signatures and online approvals (when available) are all acceptable. On sponsor forms it depends on what the sponsor requires. On research contracts RSO has discretion to consider non-ink signatures in certain situations

Research Administration Roles & Responsibilities

How can I make changes to forms generated via the Researcher Home Page after I have clicked "Submit"?
Contact rsoinfo@ualberta.ca, who will help you with the required changes.
How do I create a Request for New Application/Proposal/Project?
Instructions can be found in our quick reference guide Request for New Application/Proposal/Project.
I've been offered funding by a sponsor. What are my next steps?
The next steps can vary depending on the specific situation. In all cases you should notify rsoinfo@ualberta.ca as soon as possible and we will work with you to finalize the necessary documentation.
Who reviews and signs a contract on behalf of University of Alberta?
Contracts are reviewed and approved in accordance with the University's Contract Review and Signing Authority Policy found on UAPPOL. The Research Services Office (RSO) coordinates the review and signing of all research contracts. See our Research Contracts page for additional details.

ACTIVATE PROJECT ACCOUNT

How do I track the status of a new proposal/new project set up?

You can view the status of a new Proposal request, along with the name and contact information of the Contract Specialist (Agreement Administrator) assigned to the file, can be viewed by navigating to the Researcher Home Page (RHP), searching for the proposal in the Proposal Search box at the bottom of the RHP and then clicking on the open book icon in the Grants Life Cycle column beside the relevant Proposal ID.

Please contact the Contract Specialist (Agreement Administrator) assigned to your file if there are any immediate or pending deadlines tied to the request..
What is the difference between a RES number, a Proposal ID, and a Project ID number?
A Proposal ID and Project ID are usually RES numbers.  The RES numbering (RESxxxxxxx) started being used in 2009.   Previously a nine digit number prefixed by a letter was used, for example Dxxxxxxxxx, Gxxxxxxxxx, Nxxxxxxxxx, etc. A Proposal ID is associated with an application/proposal before it is approved by the Sponsor and RSO.  Once it is approved by the sponsor, and RSO has activated a project and speedcode to spend from, the same RES number becomes a Project ID.
When can I begin spending my new research funds?
Once your funding documentation is finalized, RSO will enter your financial information into our grants management system and activate your project account. You will be notified of your account set up via email at which time you can begin spending money.

MANAGE FUNDING

How can I make changes to requests generated via the Researcher Home Page after I have clicked "Submit"?
Contact rsoinfo@ualberta.ca to help you with the required changes.
How do I determine if an expense is eligible?
Eligibility of an expense is determined by University policies on UAPPOL and the sponsor's terms and conditions. The attachments in the Researcher Home Page will include the sponsor's terms and conditions in the proposal, contract, notice of award, or as a separate document. Refer to Guide to Researcher Home Page and the Research Expenditure Best Practice Guide.
How do I ensure a required financial statement is generated?
Financial statements are generated by RSO in accordance with the sponsor's reporting requirements. This information is also available on the Grants Life Cycle, Project Management icon found on the Researcher Homepage. Please contact rsoinfo@ualberta.ca for further guidance if a sponsor is requesting an ad-hoc financial statement
How do I extend the end date of my project?
RSO requires sponsor approval in order to extend the end date of an existing project. Sponsor approval must be in writing and, depending on the original terms of the funding, a formally signed contract amendment may be required. End date extensions should be initiated at least three months in advance or the original end date to allow sufficient time to finalize the request and prevent your project from being closed. Refer to our Amendments page for additional information.
How do I grant access to Proposal/Project information in the Researcher Home Page to another individual?
Access to Projects is granted through the e-security module of HCM. Access to Proposals is granted through submission of a Project Administrator Access to Proposals form which is submitted to rsoinfo@ualberta.ca. To access this form and for further information, please visit the Security Forms and Information page.
How do I request a temporary authorization of an over expenditure?
Under certain circumstances a temporary over-expenditure authorization can be requested through the completion of an online form accessible through the Researcher Home Page. See our Over-Expenditures page for additional details and instructions on completing the form.
How do I request an outgoing subgrant and track the status of my request?

Project holders can request a transfer of their research funds (i.e. a subgrant) to an eligible recipient at another institution, if allowable by funding agency terms, using the online subgrant request form accessible through the Researcher Home Page. You can track the status of your request using the Grants Life Cycle icon also accessible through the Researcher Home Page. Instructions for completing the online form and using the Grants Life Cycle can be found in the Guide to Researcher Home Page.

You can view the status of a subgrant request, along with the name and contact information of the Contract Specialist (Agreement Administrator) assigned to the file, can be viewed by navigating to the Researcher Home Page (RHP), searching for the project in the Project Search box at the top of the RHP, clicking on the open book icon in the Grants Life Cycle column beside the relevant Project ID, and then clicking on the Sub-grant link

How do I request changes to an existing outgoing subgrant?
Changes to existing subgrants, if allowable by funding agency terms, can be requested using the online subgrant request form accessible through the Researcher Home Page. Instructions for completing the online form can be found in the Guide to Researcher Home Page.
How do I track the status of an amendment request?

You can view the status of an amendment request, along with the name and contact information of the Contract Specialist (Agreements Administrator) assigned to the file, can be viewed by navigating to the Researcher Home Page (RHP), searching for the project in the Project Search box at the top of the RHP, clicking on the open book icon in the Grants Life Cycle column beside the relevant Project ID, and then clicking on the Amendment link.

Please contact the Contract Specialist (Agreement Administrator) assigned to your file if there are any immediate or pending deadlines tied to the request.
If invoicing is dependent on a PI deliverable, who does the PI send notice to that it is complete and the sponsor can be invoiced?
The PI should send an email to rsoinvoice@ualberta.ca.
My project has been closed due to an overexpenditure, what must I do?
In accordance with U of A policy, when a research project has an unauthorized over expenditure, the Research Services Office (RSO) will inactivate the project within approximately nine days after month-end in order to prevent further over expenditure. The project holder is responsible for resolving the unauthorized over expenditure within 30 days following receipt of notice of the inactivation of the project. See our Over-Expenditures page for additional details. Projects holders wanting to clear their overexpenditure should contact their unit's financial staff for assistance.
To whom should written requests be sent to for projects to be reactivated, so that units can clear the unauthorized over expenditure in projects?
Requests to be sent to rsoinfo@ualberta.ca.
What if I have questions about the information that appears on my financial statement?
Questions regarding financial statements can be directed towards the RSO staff member who sent it for signature.
What is the difference between a RES number and a project ID number?
A Proposal ID and Project ID are usually RES numbers.  The RES numbering (RESxxxxxxx) started being used in 2009. Previously a nine digit number prefixed by a letter was used, for example Dxxxxxxxxx, Gxxxxxxxxx, Nxxxxxxxxx, etc. A Proposal ID is associated with an application/proposal before it is approved by the Sponsor and RSO.  Once it is approved by the sponsor, and RSO has activated a project and speedcode to spend from, the same RES number becomes a Project ID.

PROJECT ACCOUNT CLOSE-OUT

How do I ensure a required financial statement is generated?
Financial statements are generated by RSO in accordance with the sponsor's reporting requirements. This information is also available on the Grants Life Cycle, Project Management icon found on the Researcher Homepage. Please contact rsoinfo@ualberta.ca for further guidance if a sponsor is requesting an ad-hoc financial statement
How do I extend the end date of my project?
RSO requires sponsor approval in order to extend the end date of an existing project. Sponsor approval must be in writing and, depending on the original terms of the funding, a formally signed contract amendment may be required. End date extensions should be initiated at least three months in advance or the original end date to allow sufficient time to finalize the request and prevent your project from being closed. Sponsor approvals should be forwarded to RSO as soon as they are received. Our office will then work with you to process the extension. Refer to our Amendments page for additional information.
To whom should written requests be sent to for projects to be reactivated, so that units can clear the unauthorized over expenditure in projects?

Requests can be sent to rsoinfo@ualberta.ca, following established procedures for requesting an administrative no cost end-date extension, unless otherwise directed.

What if I have questions about the information that appears on my financial statement?
Questions regarding financial statements can be directed towards the RSO staff member who sent it for signature.

GENERAL

I still have questions, who can I contact?
Contact rsoinfo@ualberta.ca. Please include the proposal/project ID number and Principal Investigator name if available.
What training materials are available to help me use and understand the information provided on the Researcher Home Page and eTRAC?
RSO has a variety of training materials available in both video and PDF format to help individuals use the Researcher Home Page. See Researcher Home Page for a list of the available resources. Individual and group training sessions can also be rearranged by contacting your research facilitator.
What is the University’s legal entity ie. legal name?
The Governors of the University of Alberta.