Research Grant in Lieu of Salary

Research Grant in Lieu of Salary application form

The program permits, under certain conditions, a researcher to receive a research grant in lieu of salary through a mechanism which includes peer review. The purpose of the expenditures proposed must be warranted in the context of the research outlines. The grant may be used for all the purposes of a grant-in-aid of research, but not to supplement the income of the principal researcher. The program covers only research activities and, unfortunately, cannot cover projects directed at teaching or the development of teaching-related skills. When the research grant has been established, the funds are no longer considered to be salary but constitute a research grant which is subject to the regulations of the program and the research-related policies of the University. Specific conditions relating to the program are outlined below.

Grants awarded under this program are considered as taxable income. However, the grant payment will be treated as T4A income for tax purposes and, accordingly, no income tax will be deducted by the University. The award recipient is responsible for reporting the income to Revenue Canada and declaring against it eligible expenditures.


  • Faculty members, either full-time or part-time, who wish to conduct research during any academic year may be eligible.

  • Applications may be submitted to the Office of Research Services at any time.

  • All applications must be approved by the Senate Research Committee and the Vice-President (Academic & Research).

  • The researcher and appropriate Faculty will be informed by letter of the result of the deliberations. Once an award is made, the Financial Services Office will initiate the payment process as outlined in the award letter. The amount of the research grant will be reflected as a reduction in the researcher’s salary and will be reported on an income tax T4A slip. Thus, under this program the researcher’s total payment will be divided into two components: 1) salary and 2) research grant


If, at any time during the term for which the grant has been made, the grantee ceases to be a member of the University and his or her salary ceases, the grant arrangement will terminate and salary and the grant amount are to be reconciled between the researcher and the University.


Please note that although the University approves a Research Grant in Lieu of Salary:

  1. The question of the deductibility of expenses for income tax purposes must be in accordance with Revenue Canada regulation and such deductions should be claimed when the researcher files his or her personal income tax return.

  2. Any questions with respect to the eligibility of expense deductions must be resolved between the researcher and Revenue Canada. The researcher is solely responsible for any additional income tax which may become payable as a result thereof. The researcher is not required to submit an accounting for these funds to the University; but since it is the responsibility of the researcher to support claims for deductions to Revenue Canada, researchers should keep detailed records of research expenditures. The university is not in a position to offer any more detailed tax information than that which is contained in the appropriate Revenue Canada Interpretation Bulletin, nor will the University assist the faculty member in the presentation of a case to Revenue Canada. Any questions about taxation regulations should be referred directly to Revenue Canada or to an external tax advisor.


Grantees should be aware that applicable employee benefits, such as contributions to the Canada Pension Plan, may have to be paid when paying a salary for an assistant or other research personnel. Such contributions can be taken out of the Grant and can amount to a substantial addition to the salary. In certain cases graduate student assistants may not be subject to income tax withholding; grantees should consult the Payroll Department in this regard.

The process of reviewing research grant applications and completing financial arrangements can be a lengthy one and therefore the application form should be submitted to the Office of Research Services for a deadline which leaves two months between the deadline and the date on which the grant is needed.

An applicant should request funding for expenditures to be made in a single calendar year only. Expenditures to be made in subsequent calendar years will require separate applications.

Please note that according to Revenue Canada, research grant related expenses must be incurred in the same calendar year in which the research grant is received in order to be deductible from the grant. Please see the appropriate Revenue Canada Taxation Bulletin for further details. Applicants should bear these matters in mind when applying.


In completing the application, researchers should provide a description of the research activity which is sufficiently detailed for a determination to be made as to the reasonableness of the proposed expenditures in the context of the research to be carried out. Submissions should be prepared with reference to the eligible expenses outlined in the appropriate Revenue Canada Interpretation Bulletin.

The applicant must clearly demonstrate that some component of his/her normal teaching activities and or non-specific research responsibilities has been sufficiently reduced to accommodate the specific research being conducted.


The program uses the calendar year (the normal taxation year) as its base. Subject to Revenue Canada guidelines, the grant must be awarded and paid to the awardee during the calendar year in which the expenses are incurred. An application must be with respect to expenditures made in one calendar year only.

When preparing a submission to the program, an applicant should request an amount with reference to the eligible expense in accordance with the appropriate Revenue Canada Interpretation Bulletin. Except in the case of a faculty member on research leave, the amount of research grant to non-leave applicants should be reasonably commensurate with the value of the reduction in the non-specific research component and/or teaching activities of the faculty member’ normal responsibilities. Moreover, the University will not make any alterations with regard to salary payments already made to the applicant at the time of approval of the award; hence, the grant applied for may not be larger than the amount of unpaid salary less benefits remaining in the calendar year at the time of approval.

An applicant whose application is approved will have his or her salary reduced by an amount corresponding to the total of the grant. Grant payments will be included with the regular monthly salary payment; the gross monthly amount of grant and salary (before deductions) may not exceed the normal gross monthly salary.


Travel costs will be allowable for purposes essential to the research outlined. According to Revenue Canada guidelines, researchers may claim only their own expense of traveling between their home in Canada and the place at which they sojourn (temporarily reside) while engaged in research work provided that such travel is essential to the research. Traveling expenses of spouses and children may not be claimed. Researchers are not permitted to claim their own personal and living expenses, including meals and lodging, while sojourning in a place while engaged in research. However, researchers are entitled to claim expenses for meals and lodging, but excluding any personal or living expense, while on brief field trips in connection with their research. Personal moving expenses are not allowable under the program.


Completing reports of research or scholarship conducted, together with copies of publications, other publicly available documentation, descriptions of conference presentation, or other results of the work undertaken, are required before subsequent applications of research grants, grants in lieu of salary, or compensated release time can be considered by the Senate Research Committee.