RESEARCH GRANTS FOR RETIREES (RGR) FROM THE FACULTY OF SCIENCE

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1 RESEARCH GRANTS FOR RETIREES (RGR) FROM THE FACULTY OF SCIENCE PURPOSE: The purpose of this program is to allow all Faculty Retirees of the Faculty of Science to be reimbursed for expenses related to their current research activities associated with SFU and for which funding cannot be obtained from other sources. Such grants-in-aid provide a direct link to the University, which can benefit both the University and the recipient, and allow the recipients to disseminate their SFU-affiliated research. ELIGIBILTY: Retired faculty members from the Faculty of Science who are still active in research. Members must submit a proposal for expenses for pre-approval by the Associate Dean of Science, prior to committing to the expenses, to ensure eligibility. CLAIM PERIOD: Eligible members can only submit ONE claim ANNUALLY between Dec. 1, 2014 and Dec. 20, NO LATE CLAIMS WILL BE ACCEPTED. Paid expenses can only be claimed for the current calendar year. For example, 2014 claims can include eligible expenses dated and paid for between Jan. 1, 2014 up to Dec. 20, Only expenses incurred after retirement from SFU may be claimed. All items must be paid for, conferences attended, and travel concluded before a claim can be reimbursed. ANNUAL ENTITLEMENT AND BALANCE: The maximum amount that may be claimed is $2000. Up to, but not more than, 85% of expenses will be reimbursed. Unclaimed amounts do not accrue. Eligible RGR expenses reimbursed by research grants or any other funds cannot be re-claimed as RGR expenses. Items purchased for someone else cannot be claimed using your RGR. OWNERSHIP: THE FACULTY OF SCIENCE OWNS EQUIPMENT PURCHASED WITH RGR FUNDS After three calendar years from the date of purchase, the member has the option of purchasing these items from the Faculty of Science at fair market value. When you terminate your research activities, you have 3 choices regarding equipment purchased within 3 years of your end date using RGR funds: Choice 1: Leave equipment with the Faculty of Science. Choice 2: Keep the equipment and reimburse the University at Fair Market Value, information found at: Page 1 of 8 May 2013

2 Choice 3: Keep the equipment and declare it as a taxable benefit at Fair Market Value. RECEIPT REQUIREMENT: All purchases must be supported by the ORIGINAL invoice in your name. All receipts must clearly identify the specific item(s) purchased and the total amount paid. Order forms, estimates, packing slips, photocopies and faxes are not acceptable. If receipt/invoice does not clearly state the total amount was paid, it must be accompanied by proof of payment. Charges without accompanying receipt details will not be reimbursed. A copy of a debit/credit card sales slip/statement on its own is not sufficient. All items purchased and method of payment must be clearly indicated on the statement and must be in English (or translated into English). Please number receipts to correspond with the item number on the claim form. Small receipts must be stapled out onto 8 ½ x 11 paper or your claim will be returned. Credit card/account numbers must not be legible (for security reasons). Expense amounts on claim form must be listed in Canadian currency. For expenses paid for in currency other than Canadian $: 1. If you paid in non-$cdn cash: Please use the Bank of Canada converter at: Input the date that matches the transaction date on the receipt, the amount and press the convert button. Record the equivalent Canadian amount onto your claim form, print the conversion page and attach it to the claim with the relevant receipt. If the transaction date is a bank holiday, please use the next available date. 2. If you paid by $CDN credit card: claim the Canadian amount from your credit card statement, and include a copy of the credit card statement for proof. 3. If you paid by non-$cdn credit card: include a copy of the credit card statement showing date of payment, and complete the following using the Bank of Canada converter at: Input the date that matches the transaction date on the receipt, the amount and press the convert button. Record the equivalent Canadian amount onto your claim form, print the conversion page and attach it to the claim with the relevant receipt. PROCESSING TIME: Claims are processed by date based on when completed claims are received by the Dean s office. Processing time depends on the number of claims received. Processing cannot begin until a complete claim is received by the Dean s office. A complete claim consists of: the signed claim form filled in with eligible expenses and date expense was paid, all original receipts/proof of payment attached, and all expenses listed in Canadian currency as well as any GST or HST paid on Canadian receipts. Incomplete claims will be returned. Please ensure your RGR Claim form is signed and includes all required supporting documents. Page 2 of 8 May 2013

3 ELIGIBLE RGR EXPENSES FOR RETIRED FACULTY OF SCIENCE MEMBERS Expense Eligible Items/Notes What to Submit/Attach to Claim Form Membership Fees (Professional Dues) Conference, Workshop and Seminar Registration Fees Research Trip: Airfare Fees for membership in scholarly and licensing bodies or organizations directly related to your teaching/research at SFU. Lifetime membership fees, not eligible. Voluntary contributions/donations, not eligible. Who s Who organization/network (eg. Continental Who s Who Registry), not eligible. These can only be claimed after attendance at the event, even if the registration fee was paid in a previous year. For invited talk/lecture, please include copy of talk/lecture with your claim. RGR claim requires copy of airfare itinerary/boarding passes/hotel bill showing that you went to the conference/event even if not claimed on your RGR claim. Can claim a maximum of 2 weeks for accommodation, transportation and meal expenses. Claims must include a statement detailing your trip; (eg. dates worked, location, etc.) and how it relates to your research/teaching at SFU, etc. Economy class (not business or first class) at the most reasonable rate Airfare change fees, cancellation fees, excess baggage fees or travel insurance, not eligible Claims for airfare must be supported by original boarding passes for each segment of travel. Airfare claimed for conference, meeting, workshop, seminar, invited guest lecture or research trip must coincide with conference/research trip dates. RGR only reimburses return airfare from Vancouver to conference location and for duration of conference only: if your airfare includes non-conference travel, your RGR claim must include quote for cost of return airfare Vancouver to conference location coinciding with dates of conference: must get quote before you leave. You will be reimbursed that amount. eg. conference in London, England and personal travel afterwards to Paris: RGR only reimburses Vancouver to London return for conference dates. Must include original invoice (no copies or faxes) detailing charges, amount paid and date paid. If order is only receipt received, please indicate in claim that was the only receipt/invoice received. Dues paid in non-cdn $ must include a copy of credit card statement. Must include proof of conference /event attendance - eg. copy of pages or cover from conference program/booklet or original name tag received when checked into the conference which show dates & location of conference plus any pages where your name is mentioned. *Certificate of Attendance from conference organizers also acceptable.* Conference registration confirmation detailing amount paid and date paid must be submitted with RGR claim. If any conference-related expenses were claimed elsewhere, RGR claim must include copy of all pages of the Expense Claim/Grant where the other conference expenses were claimed. If claiming expenses for a research trip/invited talk or guest lecture, claim must include the following: 1. Statement detailing who you were meeting with, where, on what dates and how the trip relates to your teaching/research at SFU and, 2. Documentation/ (s) from colleague(s) inviting you to visit as well as confirmation/ from your colleague(s) that you worked there on the reported dates. All original boarding passes must be included as well as travel invoice/itinerary showing the fare details and proof of amount paid. Luggage porter fees not eligible.

4 Hotel/ Transportation Meals Computer Other Equipment Economy hotel costs for faculty member only: can claim 1 night before start of conference, duration of conference and last night of the conference, rest is personal time. Reimbursement is only after the date of the event. Room service, alcohol, movies and tips are not eligible. If claiming economy car rental, eligible only for duration of conference. Car rental insurance is not eligible. No mileage for car rental. Taxi fare to/from Vancouver/Abbotsford airport for travel to conference is eligible. Vancouver/Abbotsford airport parking for duration of conference attendance is eligible. Mileage (your car only) $0.51 per kilometer (1 mile=1.61 km) No meal expenses for other individuals. No local meals eligible for RGR, only if during local conference/workshop. Reasonable expenses. No alcoholic beverages. No hotel room service. No tips. If claim food per diem, do not claim hotel meal charges. If claiming meals per diem, the onus rests with the faculty member to present receipts in the event of a Canada Revenue Agency audit. Computer (and warranty at time of purchase) purchased in Canada used for the purpose of research and/or teaching at SFU. Definition of computer: desktop/laptop/tablet/ipad. Eligible for RGR: 1 computer every 3 years. A second computer RGR reimbursement request in less than 3 years requires justification and pre-approval of Chair, Director or Dean. Monitors maximum monitor every 3 years. RGR expenses cannot be used to pay for laboratory computer equipment or for your research team/students only for your computer. Research equipment directly related to your current active research (not for use by student(s) or research assistant or lab). One every 3 years. (eg. one printer every 3 years). Original hotel invoice showing total amount paid and date paid; or hospitality of $35 Cdn/night. Ineligible hotel expenses: fitness centre fees, health club pass, hotel/airport internet, hotel telephone charges, room upgrade, laundry service, pet charges and hotel safe/locker charges. If claiming taxi fare, must include original taxi receipt as copy of credit card statement alone is not sufficient. Tips not eligible. Lower Mainland local travel costs (mileage, taxi, bus, train) to meetings or conferences in Lower Mainland are not eligible. Local hotel in Lower Mainland, not eligible. Original receipts or per diem. A credit card/debit slip alone is not sufficient and will be returned to you. Per diem Canada & USA $Cdn: Breakfast $10 Cdn Lunch $14 Cdn Dinner $26 Cdn Total: $50 Cdn/day Per diem Rest of World $Cdn: Breakfast $13 Cdn Lunch $17 Cdn Dinner $33 Cdn Total: $63 Cdn/day Original receipt confirming total amount and date paid. Hardware purchased within 3 years of retirement or contract end date must include preapproval from Chair, Director or Dean. Charges for computer repair/service/labour not eligible. Optional accessories such as computer bag/briefcase/stand/cover; keyboard or screen protector/stylus/docking station/port replicator/lock/trackpad, not eligible. Original receipts confirming total amount and date paid. Equipment purchased within 3 years before your exit date must include pre-approval from Chair, Director or Dean. Page 4 of 8

5 Software Software must be necessary for research. Project/time/task management software not eligible (eg. Curio, Desktastic, Deskscribble, SyncBack Pro, not eligible.) Digital Camera Prior approval is required from the Associate Dean. Approval will be given only if is deemed to enhance current research. A request for pre-approval should include written explanation detailing how the equipment is related to your discipline and how enhances current research to: pruben@sfu.ca Attach a copy of the approval from Associate Dean, Research. If approved, include original receipt confirming total amount paid and date paid. Cost of repairs not eligible. Cost of extended warranty is eligible for reimbursement.. Other Supplies Office supplies must directly relate to your area of research Office supplies for others, ineligible. Excessive expenses on office supplies, ineligible. Itemized cash register receipts must include each supply being claimed and proof of amount paid. A credit card statement alone is not sufficient for RGR reimbursement. INELIGIBLE RGR EXPENSES FOR RETIREED MEMBERS OF THE FACULTY OF SCIENCE All the following items are ineligible for reimbursement: Please note: Items claimed as a research reimbursement must not have been reimbursed from any other source such as Department or Research Grant or Travel/Business Expense Claim or Revenue Canada. BOOKS: Travel guide book Book(s) authored by you Book(s) purchased to provide to others Import or customs fees Book(s) paid for with gift card/certificate FEES / DUES / FINES Lifetime membership fees/dues Voluntary contribution/donations Any kind of fines or late fees AIRFARE / TRAVEL Business or First Class travel Cancellation fee Airfare change fees Excess baggage fees Luggage Porter fees Any type of travel insurance, medical costs or prescriptions Passport or passport photo fees Travel Visa Page 5 of 8

6 HOTEL / MEALS / TRANSPORTATION Fitness centre fees or health club pass Hotel internet or telephone charges Hotel room safe / locker charges, room upgrade, laundry service, pet charges Alcoholic beverages Room service Tips, gratuities, item purchased with gift card/certificate Entertainment expenses & gifts International driver s license fees Car rental insurance Fines for traffic violations Local travel costs (mileage, taxi, bus, train) to meetings or conferences held in Lower Mainland. Local meals unless during attendance of local conference/workshop only Local hotel COMPUTER / ACCESSORIES Optional computer accessories: Briefcase, luggage, computer bag/stand/cover, keyboard/screen protector, stylus, port replicator or docking station, lock, Trackpad, etc. Audio/stereo cables, SD memory card(s) Computer monitors over 27 INTERNET CHARGES Home internet charges are ineligible CELL PHONE / SKYPE Cell phone (including cell phone data plan charges) /iphone/pda /Blackberry/iPod or accessories/cables/charger/apps Charges related to telephone or telephone use such as: Softel software, Skype and Toodledo Phone cards, fax machine, fax charges, answering machine Sync/charge cables, chargers and cell phone cases TV Charges related to TV service/repair TV used as computer monitor El Gato HD TV tuner PVR/DVR machine Apple TV Gaming systems(eg.wii, Playstation), video games WEB-HOSTING Web-hosting fees Online backup storage fees (eg. Mozy, SugarSync, DropBox, Zotero) ROUTERS Any kind of router Time Capsule router or Airport Express Station Modem, Ethernet Networking cables, accessories and wireless adapter SOFTWARE Project/time/task management software (eg. Curio, Desktastic, Deskscribble, SyncBack Pro) DEPARTMENT / OFFICE SPACE Office furniture or furnishings Shredder or scanner Cleaning supplies Salaries/honorariums for self or others Charges related to departmental hiring process (eg. meal with candidate) Charges for department/office keys Page 6 of 8

7 STUDY LEAVE Personal living expenses incurred while away Housing, food, local transportation or internet while away Expenses incurred while temporarily residing in a place other than your own home PAYMENT FOR SERVICES Third party work, services, expenses or payment to/for other individuals Payments for third party services such as editing, proofing, research assistance, web design, computer repairs, etc. Childcare FOR STUDENTS / TA S PhD/Master s course fees Expenses related to a student s thesis (eg. copying/binding/postage/courier/fax) Attendance at student s thesis examination Conferences fees for graduate student Travel for research collaborators or others Page 7 of 8

8 Steps to Complete RGR Claim: Use the most current RGR claim form. You can obtain the form by contacting Peter Ruben, Associate Dean for Research and Graduate Studies Must be legible and in ink. Receipts must be numbered to match each item claimed. Fill in: Name SFU Employee ID, not Social Insurance Number Department Date Submitted to Dean s office Phone Number and Address Current Claim Year (eg. January 1, 2013 to December 31, 2013 is the 2013 Claim Year) Signature Itemize each purchase on the claim form. Insert additional rows if needed. Complete: Item # (number your receipts to correspond to Item # on claim form). Expense details. Date expense paid. Amount paid for each expense including any CDN GST or HST (GST or HST paid on Canadian receipts only). Expense amounts on claim form must be listed in Canadian currency. For expenses paid for non-cdn currency: see Page 3 of this Information Sheet All receipts must be original documents and must indicate total amount paid. These must be in English (or translated into English). Total Amounts. Incomplete claims will be returned to the claimant. Claim processing cannot begin until a completed claim is received by the Dean s office. The completed claim consists of: 1) A signed and completed RGR claim form. 2) All expenses converted to Canadian dollars; conversion confirmation attached. 3) Original receipts for each expense attached numbered to correspond to item # on claim form. All receipts must show proof of amount paid or be accompanied by proof of payment. Submit completed hardcopy to the Dean s office by either: a) Campus mail to Peter Ruben, Associate Dean, Faculty of Science b) Drop off in person in Dean s office. Keep a photocopy of all forms and receipts before submitting the originals to the Dean s office. Copies are not provided or returned by the Dean s office. For queries please contact Peter Ruben, Associate Dean (pruben@sfu.ca; ). Page 8 of 8