Approval Date: 2005-02-01

Effective Date: 2013-04-09

Review Date: 2017-05-01

Vice-President (Administration and Finance) through the Department of Financial and Administrative Services

Research Pool - General


To allow fees from research contracts, clinical trials and waived extra teaching entitlements to be transferred to a special account without being recorded as personal income, and to be used to cover ongoing research expenses, while ensuring no personal benefit is derived. The University has set conditions governing the operations of the account to ensure that it meets the criteria for ongoing research and Canada Revenue Agency regulations.


Applicable to waived extra teaching entitlements and consulting fees from completed research contracts or clinical trials which have been approved by Memorial University Office of Research Services.


It is the responsibility of the appropriate Dean, Associate Vice-President or Director of Research to ensure that the correct procedures and guidelines are followed.

Transfers In (Revenues)
Accounts will be established upon receipt of appropriate correspondence.

ONLY the following will be eligible for transfer, and must be approved by the Memorial University Office of Research Services:

a. Consulting fees from completed research contracts or clinical trials
b. Waived entitlements for all forms of extra teaching

Non-research activities such as honoraria, regular salary payments, correspondence program payments, stipends or personal consulting are not eligible for transfer.

Donation receipts will not be issued.

Each transfer must be individually authorized by the faculty member.

Accounts will be non-interest bearing.

Transfers from research grants (i.e. NSERC, SSHRC, CIHR or others) are not permitted.

No personal benefit may be derived from the account.

All expenditures must be related to research. Allowable expenses will normally fall within the regulations covering NSERC/SSHRC/CIHR awards and Memorial University Policy. The payment of professional fees is not an allowable expense.

The amounts transferred will be locked-in and cannot be paid as personal salary at a future date.

Accounts will be subject to the signing authority guidelines for grant accounts, involving the existence of primary and secondary administrative signing authorities.

Expenditures must be substantiated by original vouchers.

Equipment, software and other assets purchased become property of Memorial University.

In the event the faculty member leaves the employ of Memorial University, any unspent balance in the account will be transferred to General University Research Funds.

Accounts will not be permitted to operate in a deficit position at any time.


For inquiries related to this policy:

Financial and Administrative Services (709) 864-2471 or
Office of Research Services (709) 864-8251

Sponsor: Provost and Vice-President (Academic)

Category: Finance

Previous Versions:

There is at least one previous version of this policy. Contact the Policy Office to view earlier version(s):

Approval Date:2005-02-01, Effective Date:2005-02-01