Project/Grant Account Set-Up

Grant Account (“worktag”) Setup – External Grant Funding

1. An application should have been submitted to ORS prior to obtaining the award.  The application would include the following pages:
   • Research Project Information Form (RPIF) with the PI, unit head/department head, dean (or designate), and if applicable, any co-applicants and corresponding department signatures
   • Sponsor’s signature page (usually page 1), if applicable
   • Page listing all co-applicants and collaborators, if applicable
   • Page(s) with abstract or project summary
   • Budget summary and budget justification
2. A copy of the agency’s notice of award outlining the project term date, awarded amount, financial reporting requirements, terms and conditions of award; and
3. UBC certificate numbers for any research involving human subjects, animals or biohazardous materials (a valid certificate must state the exact title of the project and funding agency).

When a grant account has been established, researchers will receive an automated e-mail (or “research project budget”) with the worktag, or grant ID, and additional account information.

According to the Tri-Council Memorandum of Understanding, you must obtain the appropriate ethical approval within six months of the award date. If you do not receive your ethical compliance certificate within six months, the sponsoring agency may consider that the condition of award has not been fulfilled and reallocate the funds.

In some cases, an agency may award funding without requiring a formal grant application. Before a research account can be set up, you will need to submit the following to ORS:

1. Research Project Information Form (RPIF)with the PI, Unit Head/Dept Head, Dean (or designate), and if applicable, any internal UBC co-applicant signature forms.
2. Grant Information Form (internal form in lieu of sponsor application), including project title, summary of project, and budget outline.
3. A copy of the agency or sponsor notice of award outlining the project term date, awarded amount, financial reporting requirements, terms and conditions of award.
4. UBC Human ethics, animal care, or biosafety certification numbers for any research involving human subjects, animals or biohazardous materials. For a certificate to be valid, it must state the exact title of the project and funding agency.

When a grant account has been established, researchers will receive an automated e-mail (or “research project budget”) with the worktag, or grant ID, and additional account information.

Internal UBC funding awarded through competitions such as the Eminence Program, SSHRC Explore & Exchange Grants, Critical Research Tools (CRET) are distributed into research accounts once the following documents have been received by the Office of Research Services from the signing authority for the awarded funds:

1. Research Project Information Form (RPIF) with the PI, Unit Head/Dept Head, Dean (or designate), and if applicable, any internal UBC co-applicant signature forms
2. Copy of the application or a completed Grant Information Form (internal form in lieu of sponsor application), including project title, summary of project, and budget outline.
3. A copy of the funding unit’s notice of award outlining the project term date, awarded amount, financial reporting requirements, terms and conditions of award.
4. UBC Human ethics, animal care, or biosafety certification numbers for any research involving human subjects, animals or biohazardous materials.  For a certificate to be valid it must state the exact title of the project and funding agency.

When an RPB has been established, grant recipients will receive an automated e-mail with the PG (project grant) number and account information.

Internally provided, non-competitive funding such as research allowances or matching funds from a department or faculty are opened in accounts once the following documents have been received by the Office of Research Services from the signing authority for the awarded funds:

1. Request for Project Grant form completed by funding administrators
2. Supporting documents (i.e. letter of commitment that outlines project term date, awarded amount, financial reporting requirements, terms and conditions, etc.)

When an RPB has been established, grant recipients will receive an automated e-mail with the PG # (project grant) and account information.