How to apply for and manage an IDRC research grant

Sayan,Veena & Shashank checks the Calibration of WL Sensor at Jakkur Lake in Banglore,IndiaIDRC / Atul Loke

Contents

 

How to apply for an IDRC research grant

What financial support does IDRC offer to international development researchers?

IDRC offers grants, funding, and awards to researchers and institutions to find solutions for global development challenges.

There are two basic types of grants: competitive grants and institutional grants.

Competitive grants

 

IDRC launches competitive calls for proposals to fund research that is intended to achieve specific results in international development research, e.g. reducing crop losses or improving climate change adaptability.

Successful research proposals must:

  • align strategically with the objectives of the call;
  • present appropriate technical designs;
  • complement existing programs; and
  • respond to operational requirements and other considerations specific to each call.

For information on current calls, please consult the list of “Open calls” on IDRC’s website under Funding.

 

Institutional grants

 

Solicited grants

Many institutions work directly with IDRC to develop their proposal. These institutions must ensure that all application requirements are provided to the Centre.

Unsolicited grants

IDRC rarely funds unsolicited proposals. Submitting an unsolicited proposal does not guarantee that it will be assessed. It must meet minimum requirements and propose relevant programming in order to be reviewed. Applicants may submit a preliminary proposal to IDRC for eligibility screening. Following the pre-screening stage, the applicant may be invited to submit a full proposal. 

 

Funding mechanisms

 

Unless otherwise specified, the grantee must:

  • produce predefined outputs or results throughout the life of the project;
  • demonstrate satisfactory performance against project objectives to continue receiving project grant funds (where specified); and
  • account for all funds used in the project.

Contributory grants

Typically these grants are awarded only to institutions and on the condition that the grantee makes a financial or in-kind contribution to the overall cost of the project (for example, paying salaries or assuming overhead costs). Payments are made based on the achievement of predefined outputs or results.

Non-contributory grants

In some instances, IDRC grants may be provided to an institution or to an individual with no expectation of a financial or in-kind contribution. Payments are typically made up front or in annual installments. These grants include:

Grants-in-aid 
Grants-in-aid include all grants awarded to an individual (for example, travel grants, fellowships, research internships, and scholarships, in addition to research-related awards) and grants awarded to an institution where progress reporting is minimal.

Core grants
Core grants are intended to provide financial support to cover the basic (or core) organizational and administrative costs of an institution such as salaries, office costs, IT, equipment, etc.  

Program grants
Program grants are similar to core grants, but the funding is limited either to one specific program, a predefined set of activities within a program, or for a purpose common to several programs.

 

How do I know if my proposal is eligible?

Is the research topic aligned with IDRC’s priorities and activities?

 

  • Does it relate to one of the Centre’s areas of focus?
  • Is its intention to generate new knowledge and avoid duplication of previous research?
  • Is its rationale evidence-based?

 

Where will the research occur?

 

IDRC funds research in many countries in the Global South, but the Centre is bound by Canadian law, which may restrict or prohibit funding for research and organizations in specific countries and/or regions. For example, if the law limits banking transactions by Canadian financial institutions in a particular country, IDRC will not undertake any form of programming in the country.  

 

Who will participate in the research? 

 

IDRC will not undertake any form of programming with individuals or organizations prohibited by Canadian law.

 

Is your organization a financially stable legal entity?

 

The proposing institution must have independent legal status (or “legal personality”) and be capable of contracting in its own right and name. Any applicant selected to receive IDRC funding must be financially solvent and will be subject to a financial and administrative assessment before the grant agreement is finalized.

 

How do I apply for a research grant?

Applicants must complete the Application for an IDRC Research Grant kit.

The information requested in the kit is the minimum required by the Centre, therefore every response is mandatory (unless indicated as optional). Failure to provide all of the mandatory information and required documents and/or providing unsigned documentation will result in processing delays and/or your application may be rejected.

Before you apply

✔ Read the full Application for an IDRC Research Grant form to learn more about the information you will need to provide.

✔ Review the General Terms and Conditions of the Grant Agreement to ensure that your organization understands and has the capacity to respect the terms. These terms represent the standard working practices of IDRC and reflect the underlying financial and governance framework in place.

✔ Verify the legal status of your organization. IDRC can only provide funding to legal entities. Canadian organizations must be a legal entity with a Canada Revenue Agency (CRA) number.

✔ Ensure that your concept/idea is aligned with IDRC’s priorities and programming.

 

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The IDRC grant application kit: a quick tour

General features

The kit provides hyperlinks to documents that are required or that provide essential guidance in preparing the application. 

  • IDRC will not reimburse any costs incurred for the preparation and submission of an application or for any cost incurred before the Centre’s approval of the grant.
  • All information in your application (including supporting materials) is subject to release upon request under Canada’s Access to Information Act and/or the Privacy Act.
  • IDRC accepts project proposals written in English, French, or Spanish.
    • A certified translation must accompany any original document that is not available in English, French, or Spanish.  
    • If the original proposal is in Spanish, the proponent must prepare an executive summary in one of IDRC’s official languages (English or French).
  • Documentation should clearly indicate the name of the institution.

 

Section A: Checklist

 

  • The Institution section provides a link to an Institutional profile questionnaire (IPQ) that requests information about your institution’s policies, procedures, and administrative and financial resources. Unless IDRC has recently (less than three years) funded an application from your institution/organization, the IPQ and legal documentation are required and should accompany your grant application. 
  • The Corporate Documents section lists the legal documentation required to establish your institution/organization’s eligibility for funding, such as letters patent, articles of incorporation, or founding legislation.
  • Any of the aforementioned documents or other information may be requested at a later date if they are not provided in the application package. Please refer to the call document for guidance on applying for funding through a competitive call.

 

Section B: Summary of proposed research project

 

Applicants must provide a research abstract, identify research partners, and indicate any parallel contributions. It is important to highlight all countries where programming activities will occur or where potential recipient institutions are located.

 

Section C: Details of research projects

 

This section provides guidelines for the research problem and justification; objectives; methodology; project schedule; results and dissemination of findings; and the institutions and personnel involved in the project.  

 

Section D: Proposed budget and timeline

 

  • Applicants must complete IDRC’s Proposal Budget as part of their submission.
  • Applications must be submitted in the applicant’s working currency (the currency in which the books of accounts are maintained). However, as a Canadian Crown Corporation, IDRC restricts all of its contractual obligations for grants and contributions to the approved Canadian dollar amount. 
  • The amount of an IDRC grant is based on the forecasted costs of the project at the exchange rate between the working currency of the project and the Canadian dollar at the time the project is approved.
  • Budget notes are an essential part of IDRC's due diligence and form an integral part of the approval process. The rationale and support for arriving at each budget figure allows IDRC to understand the activities to be undertaken, their impact on project costs, and the reasonability of the cost estimates.
  • Without budget details that clearly support the cost estimates, the grant approval process and any subsequent financial reporting and payment cycles may be delayed. Delays in funding can impact project outcomes.
  • Please note that when the law limits banking transactions by Canadian financial institutions in a particular country, IDRC will not undertake any form of programming in that country that results directly or indirectly in Canadian funds flowing to it.

Budget categories

All project costs must be allocated to the eight budget categories. Each budget category must include sufficient line items and detailed notes to relate the budget to the proposed plan of work.

  1. Personnel
    Includes all remuneration, allowances, and benefits paid to project staff and advisors hired for a specific project. Note that salaries should not exceed 25% of the project budget (without a detailed rationale approved by IDRC).
  2. Consultants
    Includes details of the consultants or subcontractors needed to provide expert professional advice on a fee-for-service basis.
  3. Evaluation
    Includes expenses related to the systematic assessment of the project, program, policy, or strategic issue to determine progress toward achieving objectives or the quality and effects of IDRC-funded activities.
  4. Equipment
    This includes equipment that has a useful life of more than one year and costs more than CA$5,000 per item. Equipment not meeting such criteria can be included as a “Research Expense”.  Please note: 
    • IDRC funds should never be used to pay any direct or indirect form of taxation for equipment purchased outside of Canada.
    • The IDRC grantee institution is responsible for all insurance coverage and IDRC does not assume responsibility for any losses.
    • Equipment should not exceed 20% of the project budget (unless a detailed rationale is pre-approved by IDRC).
  5. International travel

    Includes all costs related to international travel incurred by the project personnel listed in the personnel category of the budget proposal.

    Your institution's travel-management processes should be used to make travel arrangements, but the class of travel and per diems must follow the IDRC Corporate Policy on Travel, as stipulated in the General Terms and Conditions of the Grant Agreement.

  6. Training
    Includes any trainee’s registration and tuition fees; living and other allowances; research and training expenses; and travel costs during the trainee’s participation in degree or diploma programs, short courses, student fieldwork, postdoctoral training, or other scholarly activities.
  7. Indirect costs

    Includes all services and materials required to carry out the research.

    All research proposals submitted to IDRC must include an Open Access Plan. Costs related to publishing open access are eligible expenses budgeted under the “Research expenses” category (learn more in IDRC’s Open Access Policy).

    Where the proposal includes a competitive grant scheme, the amount allocated to the eventual sub-grantees is budgeted under this category. Similarly, when the applicant will act on behalf of a consortium or on behalf of the members of a network, transfers to the other members of the consortium or network must be budgeted under this category. In both cases, when the name of the sub-grantees is known, detailed information must be entered in the proposal budget as instructed in the template.

  8. Research expenses

    IDRC expects grantees to absorb the overhead or administrative costs of a project as part of its IDRC grantee contribution. Where an organization has a supportable indirect costs recovery policy, IDRC may allow indirect costs (see below) of up to 13% of all IDRC grantee-administered costs. The indirect cost rate proposed in the budget should not exceed the grantee’s organizational rate and should be verifiable. 

    Where a project includes sub-IDRC grantees who are administering a portion of the project, the maximum contribution may be shared between the proposing institution and the collaborating institution, but it should never exceed 13% of the total budget in aggregate. 

    Indirect project costs consist of administrative costs that are not directly related to the research. Indirect cost items are limited to:

    • salaries and benefits of personnel who support and administer the project, such as secretaries, clerks, and accountants;
    • stationery and other office supplies;
    • telecommunications (unless the nature of the project has warranted a specific budget line item for that purpose); and
    • computer equipment used for the administration or accounting of the grant disbursements.

Other donor contributions (parallel funding)

This includes the portion of funds that will be directly provided to the applicant by other international funders in support of a project that is initiated or co-initiated by IDRC.

IDRC does not administer parallel funds.

Local contribution estimates

It is a funding condition that the applicant financially contributes to the project. This is known as the recipient contribution and must be estimated and recorded in the proposal budget. The distinction between cash and/or in-kind contributions should also be reflected in the project budget:

  • Cash amounts expended from the recipient’s own resources, from private grants, or from grants received from local, provincial, or national authorities for the project.
  • In-kind contributions such as employee salaries, equipment, infrastructure, and overhead costs.

Disallowable expenses

Where IDRC does not have tax exemption clauses in its general country agreement with the host country, applicants must absorb the cost of all duties (at the point of entry when project-purchased goods are imported) and other forms of local direct taxation (including capital equipment taxes for physical plants and equipment). Communicate with your grant administration contact for more details.

IDRC funds cannot be used for the purchase or construction of new office space or any other building. Any leasehold improvement and/or office renovation must be approved by the Centre.

 

Section E: Qualifications and experience of the research team

 

This includes:

  • a profile of the project leader, including contact details;
  • curriculum vitae; language skills;
  • a list of key research team members; and
  • organizational affiliation and role in the project.

 

Formal funding request

 

In addition to the application form, all applicants must provide a written formal request that clearly demonstrates that the institution stands behind the proposal submitted to IDRC. The formal request can be made in the form of a letter or an email requesting funding and outlining the applicant’s commitment and contribution, either in-kind or in-cash, to the research proposal’s success.

The formal request must come from the legal signatory of the institution to which the grant document will be addressed.

 

Notification of approval

Timelines for funding decisions vary. They are based on the date of receipt of the final full proposal and final proposal budget.

Before the final signature

Financial and administrative assessment

 

Applicants with approved proposals may be asked to produce the following to determine the timing of reporting and payments[1]:

  • most recent audited financial statements*;
  • if not audited, the latest financial statements duly authorized by a financial officer;
  • an up-to-date organization chart;
  • table of contents of the policy and procedures manual, if any;
  • a list of current external donors and their contributions;
  • the latest annual report; and
  • proof of registration to a social security scheme and/or a summary of human resources policies.

*Includes but not limited to balance sheet; statement of income and expenses, or profit and loss; notes forming part of the financial statements; auditor’s report; and auditor’s management letter.


[1] Where financial and administrative documents are available publicly via website, please provide the direct link.

Special considerations: country procedures

In some cases, IDRC has scientific and technical cooperation agreements with the governments of the countries where we support projects. Where such agreements exist, IDRC may require additional or alternative approval processes to be followed in order to comply with such agreements. Otherwise, grantees must follow the prevailing approval procedure as required by the government authority. This is often administered by a coordinating or nodal agency of the government and varies by jurisdiction.

An IDRC grant administration representative will advise the selected applicant if any country procedures need to be followed. A grant agreement will only be issued if country clearance(s) is/are obtained beforehand. In cases where the recipient will manage sub-grantees, the country requirements that apply to sub-grantees are also documented in the grant agreement. It becomes the responsibility of the IDRC grantee to ensure that sub-grantees meet these requirements.

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How to manage your IDRC research grant

What am I responsible for now that the grant agreement is signed?

IDRC has approved a project grant for your institution. Once the grant agreement is signed (indicating that you accept the terms and conditions), the funds are deemed legally committed and can be expensed.

As an IDRC grantee, you are expected to:

  • manage the technical aspects of the activities; and
  • exercise adequate financial controls.

Project administration is an integral part of the research process. Accurate and timely financial and administrative information helps to monitor the progress of ongoing activities and ensures that project activities have the necessary resources to proceed on time and within budget. It also allows IDRC staff to see how the research, administrative, and financial aspects of your project are evolving. This information is critical to IDRC’s own accountability when reporting to Canadian taxpayers and funding agencies.

A clear understanding of administrative procedures is the best way to ensure the timely disbursement of funds. Everyone involved in administering IDRC funds at your institution must read this document in conjunction with the grant agreement that you received from IDRC. Collaboration between researchers and their administrative counterparts is essential to ensure that substantive and financial aspects of projects are administered effectively.

Your base document: the grant agreement

Part 1: Specific terms and conditions

 

This section provides essential information regarding your grant, such as the objectives of the project, the duration, the country approvals (if relevant), the names of those party to the agreement, and any special clauses or conditions that apply.

 

Part 2: General terms and conditions

 

The general terms and conditions provide information on how the grant must be managed and detail the requirements that must be fulfilled as an IDRC grantee.

Part 2 should be read and understood by all employees working on the project. Particular attention should be paid to the issue of open access and intellectual property:

  • IDRC places great importance on using research. All technical reporting and research outputs delivered to IDRC are considered project outputs, including grey literature (technical reports, theses, papers, workshop reports, conference proceedings, brochures, and audiovisual products), articles, books, and publications. These outputs are added to IDRC’s research library on an open-access basis. All open access-related costs should be budgeted in the proposal submitted to the Centre.  
  • Familiarize yourself with the Centre’s policy on the availability of project outputs and the provisions in your grant agreement regarding patentable inventions or new intellectual property. Where new inventions are likely to occur, IDRC takes steps to enable collaborating institutions to reach an understanding regarding their ownership and use. We also ask collaborating institutions to acknowledge their intention to reach an agreement in cases where inventions are not foreseeable.
  • Refer to IDRC’s Open Access Policy for information about eligible costs and guidelines on licensing and project inventions.

 

Part 3: Schedule of project milestones

 

Project milestones are significant events that are planned during the lifecycle of the project. Typically these milestones are technical or financial reports, but they can also include country clearance and ethical clearance requirements, as well as project activities such as workshops or publications. IDRC refers to these milestones to schedule project payments. It is critical to meet milestones throughout your project to avoid delays in project payments and subsequent disruption to your research.

A clear understanding of objectives, related spending, and expected timing will keep you on course throughout the grant agreement. If you are unable to deliver within the project timeline, you must get in touch with your IDRC technical contact person (preferably before the research completion date indicated in your grant agreement). All project deliverables must be submitted to IDRC by the contract completion date stipulated in the grant agreement.

 

Part 4: Project budget

 

  • Only expenses incurred during the project and for budgeted purposes will be reimbursed. Expenses incurred prior to the project’s commencement and after completion will not be reimbursed.
  • Any reallocation from one budget category to another requires the prior approval of the IDRC technical contact person. 
  • In cases where a fund supplement is approved, the grant agreement will be amended to reflect the revised budget.

 

Part 5: Supplier, tax, and bank information form

 

The grantee should provide correct and complete banking information to avoid payment processing delays. You are responsible for informing IDRC of any changes to your banking information.

 

Your accountability: Reporting on project performance

Project outputs and technical and financial reports must be submitted on time — they are a condition of receiving your advances. Missing or insufficient documentation will lead to delays in project payments. IDRC’s grant agreement specifies the type of outputs and the frequency of the technical and financial reports that must be submitted.

As noted below, all project outputs and technical and financial reports must be submitted within the schedule established in Part 3: Schedule of project milestones of the grant agreement. All project outputs, including technical and financial reports, must be submitted electronically through IDRC Connect.

How IDRC grants are disbursed

IDRC grants are disbursed on the basis of a schedule of milestones outlined in the grant agreement (Part 3: Schedule of project milestones).

The schedule of payments reflects the IDRC grantee’s expected cash flow as indicated in the proposal budget or, if submitted prior to approval, the project work plan. The initial payment is contingent on the signing of the grant agreement by all parties. Interim payments are released based on the progress of project activities and after the Centre receives and approves the required project deliverables.

Payments during the lifecycle of the project are determined by the forecast submitted by the IDRC grantee. The forecast is submitted in the working currency of the institution and the payment is converted to Canadian dollars at the exchange rate in effect at that time. Therefore, it is important to record and report all expenditures and project payments in the working currency of the project. When the project is closed, the final project payment is adjusted to account for exchange variations. Any shortfall must be absorbed as part of the institution’s contribution to the project.

 

Technical reports

 

You will be expected to provide both interim and final technical reports that detail your progress toward the project’s stated objectives. The report should help IDRC staff assess:

  • the technical progress of your project; and
  • the purpose and relevance of all project expenditures to date.

If work is undertaken in collaboration with other organizations, it is expected that technical reports will be prepared jointly.                     

IDRC places a high degree of importance on these reports and they are included in the Project Outputs noted in the General Terms and Conditions of the Grant Agreement.

Interim report(s)

An interim (or progress) report should provide a concise description of the activities planned and completed during the reporting period (see Guidelines for preparing interim technical reports). The exact dates of the reporting period should be clearly specified.

The following information should be provided for each project objective:

  • details of the work carried out;
  • results; activities planned for the next period;
  • an evaluation or assessment of progress;
  • an outline of problems encountered and the actions to take to address them; and
  • administrative aspects (i.e., changes in staffing, organizational changes in the institution, the status of trainees supported by the project, and future training requirements).

Other research outputs may be shared (such as research papers, surveys, and questionnaires), but these outputs do not replace the required technical reports.   

The final report

The final technical report should:

Technical reports are reviewed closely by the technical contact person identified in your grant agreement. This officer assesses the project’s progress in achieving its stated objectives and determines whether additional project payments are justified. Please contact the responsible officer identified in your grant agreement for additional information on the interim or final technical reports.

 

Financial reports

 

IDRC’s Financial Reporting Workbook provides guidance for preparing your financial reports. Each form captures specific financial information.

FR1:

The Project Information Summary identifies the project, specifies the reporting period, and certifies your institution’s endorsement of the accuracy of all statements made in the report.

FR2:

  • The Detailed Expenses and Forecast Worksheet details all items of expenditure in each budget category and projects future expenditures, including notes to explain variations from the original budget. All variances that exceed 10% of the budgeted amount must be explained. 
  • The Expense and Forecast Summary summarizes the total actual expenditures and the forecast expenditures for each major budget category, as per the details provided in the Detailed Expense and Forecast Worksheets.
  • The Budget Balance Summary provides an overview pf the project’s overall expenditures and the remaining budget.

FR3:

  • Section 3A – Cash Receipts and Foreign Exchange and Other Income records all payments received from IDRC and the corresponding exchange calculations.
  • Sections 3B and 3C – Notice of Receipt of Parallel Funds and Disbursement of Local Contributions reports funds received from other donors, in addition to local contributions to your project.

Financial reports must be prepared following the format in the Proposal Budget (included with IDRC’s approved grant agreement), which summarizes the details of your proposed budget in eight categories. This standardized format supports analysis and any future inquiries by IDRC.

It is important to note the following when preparing your financial reports:

  • DRC supports project costs within the allowable expense categories. 
  • IDRC grantees must report total research costs. They must clearly report costs funded by IDRC, as well as costs related to the local contribution.
  • The final financial report must be received on or no more than 30 days after the work completion date.
  • In some cases, your project may draw funds from several donors. When additional resources are provided directly by another donor, you must reconcile expenses to the resources received from each donor in your financial report. 
  • Financial reports must indicate all income resulting from the disposal of project equipment purchased with IDRC funds, or through the sale of books, publications, experimental crops, or interest earned on grant funds deposited at the bank. This income must be considered as payment (input) to the project. This input must be reported separately and considered part of IDRC’s contribution to the project.
  • Financial reports must outline the actual expenditures and the forecast expenditures of your project (mandatory for interim reports).
  • Financial reports must provide enough detail to assess the project’s financial situation. 
  • Financial reports must be submitted to IDRC in the approved budget format and currency.

Certification of financial report

All financial reports submitted to IDRC must be signed by the project leader AND the chief financial officer (or his/her authorized representative) of the grantee institution. Financial reports will be rejected if they are received without certification.

For additional information about financial reporting, please contact the grant administrator identified in your grant agreement.

 

Importance of reports

Technical and financial reports are a condition for further advances of funds and/or the final project payment. Missing or insufficient documentation will lead to delays in project payments. IDRC analyzes technical and financial reports to determine their technical and financial accuracy and completeness.

IDRC’s analysis of financial reports focuses on three aspects:

  • grant receipts and exchange rates;
  • variances in actual expenditures and forecast expenditures, and explanations of these variances; and
  • cash flow to determine the amount of the next payment.

The technical or administrative contact person at IDRC may seek clarification on the details above. Once all of the missing information is provided, IDRC’s analysis will be completed and the next payment will be processed (if the cash need is demonstrated and supported).

 

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Grant monitoring

Monitoring is a mechanism by which IDRC ensures that grantees use the funds they receive for their intended purpose, and thereby produce the desired technical (and ultimately development) outcomes. 

Monitoring also helps to manage the risks identified before a project begins and that arise during the course of research. The learning generated through monitoring contributes to meeting project objectives and achieving results. It also provides essential information to IDRC about the evolution of scientific and policy issues and the performance of institutions in carrying out the research.

What to expect when IDRC monitors your project

Project monitoring typically occurs at set times during the project’s lifecycle and on any other occasion when significant opportunities or challenges arise. Project monitoring at IDRC can take many forms, including:

  • project/site visits by IDRC or consultants;
  • attendance at workshops, conferences, or other events;
  • reviewing technical and financial reports;
  • exchanging emails;
  • telephone or Skype calls;
  • conducting institutional visits;
  • preparing reports to external funders;
  • reading communications products, such as articles or scholarly works, or viewing and listening to audiovisual works;
  • examining technologies developed in the project;
  • creating log frames;
  • conducting surveys and circulating questionnaires.

 

How do I deal with unforeseen changes?

While all conditions specified in your grant agreement must be respected, IDRC recognizes that situations outside the grantee’s control may occur. Please contact IDRC immediately if you encounter significant difficulties during the execution of your project. Dependent on the situation, an amendment to your grant agreement may be considered.

Project changes must be documented and requested in writing as early as possible. Project extension requests should be made before the project research completion date. It is important to note that any deviation from the project’s original work plan and approved budget must be pre-authorized by the IDRC technical contact person. Project changes are documented in an amended grant agreement signed by all parties.

When additional (supplemental) funds are required

 

An IDRC grantee may request additional funds for activities within the scope of the work originally approved for funding. Supplemental requests are evaluated on the basis of need, strength of justification, and availability of funds.

Exchange rate variations

IDRC restricts all contractual obligations to the Canadian dollar amount specified in the grant agreement. IDRC grantees are expected to absorb variations in the exchange rate as part of their contribution to the project.

On an exceptional basis, when exchange variations may result in significant shortfalls that could jeopardize project objectives, IDRC may consider a request for supplementary funding. Such a request must be submitted toward the end of the project lifecycle, when actual costs are known and end-of-project shortfalls can be more accurately forecast.

 

When more time (extension) is needed

 

A project extension may be granted if additional time is required to assure adequate completion of the original scope of work. Extension requests based on a broadened scope or to use unexpended funds will not be considered. Extension requests must explain and justify the need and provide a date when the activities will be completed. This request must be submitted before the project’s work completion date. The Centre will provide a written approval in the form of an amended grant agreement.

 

Project completion and closure

Final reports

 

Your institution is expected to submit a satisfactory final technical report on or before your project’s work completion date. When required, IDRC must receive the final financial report within 30 days of the project’s work completion date.

Since the completion date in your grant agreement is fixed, reporting delays are likely to cause challenges in completing your planned activities and in meeting your research goals.

  • The final financial report must cover all funds expended by the project and must be submitted in the same format and detail as outlined in the grant agreement. Expenses incurred by your institution outside the grant duration will not be accepted.
  • The final technical report should review the research undertaken with project funds.

Following the review and approval of both reports, IDRC will make the final payment (if applicable) and proceed with project closure. At this point, no additional funds can be made available to your project.

IDRC may terminate the project at any time if you fail to comply with the terms of your agreement (this includes reporting and other milestone deadlines).

 

Grant termination

 

IDRC may terminate a grant agreement in exceptional circumstances. Terminations may occur for a number of reasons, including but not limited to:

  • breach of contract by the IDRC grantee;
  • underperformance or poor performance by the IDRC grantee;
  • impropriety on the part of the IDRC grantee;
  • involvement in unlawful activities by the IDRC grantee;
  • IDRC discovers duplication of effort (i.e., the research is currently being funded by another donor or a third-party has funded the same research,
  • or substantially similar research, carried out by the same IDRC grantee or by other IDRC grantees);
  • bankruptcy or insolvency of the IDRC grantee organization;
  • research ethics issues that cannot be resolved to the satisfaction of both IDRC and the IDRC grantee;
  • termination by request of the IDRC grantee because of issues that cannot be addressed by an extension or amendment to the agreement;
  • IDRC or donor partner determination that the project falls outside of mandate or approved programming direction;
  • loss of donor or parliamentary funding;
  • introduction of new priorities, regulations, or legislation that effectively prevent IDRC from continuing its support of certain IDRC grantees or project work.

 

Return of unused funds

 

IDRC funds must be used for their originally intended purpose and any unused funds must be returned to IDRC at the end of the project. Your IDRC administrative contact can provide more information about this process.

 

Need help?

Please contact the responsible officer or the administrative contact person identified in your grant agreement for additional questions about procedures and conditions.

 

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Appendix 1 – Checklist for Financial Reporting

Your report will only be accepted if you have included all of the necessary information listed below. Incomplete reports will be returned and payment processing will be delayed.

⛔ This checklist must be attached as the covering page to your financial report. ⛔

As you work through the steps, check ✔ for each applicable item

Download the checklist

View checklist

 

☑ Reporting periods are clearly indicated, as stipulated in the Grant Agreement.

☑ Monetary amounts are in local currency.

☑ The report is signed and dated by the project leader and the chief financial officer.
Note: IDRC will only accept signed reports. A handwritten and scanned signature on the appropriate PDF page must accompany the financial report. IDRC does not accept electronic signatures.

☑ The report includes a forecast of planned expenditures for the next period.
Note: Forecast is required for interim periods. Remaining periods must be forecast as stipulated in the guideline.

☑ The budget expense line item categories match the budget submission in Part 4 (Project Budget) of the grant agreement.

☑ Variances in excess of 10% are fully explained.

☑ A list of the payments received from IDRC in local (working) currency for the period has been included.

☑ A list of transfers from a holding currency account to the working currency account by transaction, month, or quarter is included.
Note: This information confirms that the IDRC grantee has received the corresponding amount released by IDRC and should include all details of the transfers.

☑ All sources of project-related income have been disclosed.
Note: Other income includes, but is not limited to, interest paid on bank deposits or from the sale of publications, videos, etc. All income must be properly accounted for and reported to IDRC.

☑ Contributions received by other donors have been included, if applicable.

☑ Financial and in-kind contributions have been recorded.

Note: Please ensure that supporting documentation is maintained within your organization to support these contributions in the event that it is requested by IDRC.

 

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