Canada Research Continuity Emergency Fund: Stage 3

Need help?

Western Research will be hosting several open Zoom meetings throughout November to assist faculty and administrators with questions regarding eligible expenses for submission.

Zoom Meeting Information
Western ID and password required

Assistance in identifying eligible expenses for the application should also be sought from your department AO and Faculty Research office.

  • Questions related specifically to Western-affiliated researchers can be directed to crcef_help@uwo.ca.
  • Lawson affiliated researchers and administrators should direct their questions regarding Lawson specific expenditures to: lawsonrequests@
    lawsonresearch.com
    .

For more CRCEF information, see the main CRCEF page.

Download application  Application portal

The above links require your Western ID and password.

CRCEF is a new emergency program created as part of the Government of Canada’s COVID-19 Economic Response Plan. Western and Lawson Health Research Institute are now undertaking an open call for applications for Stage 3 CRCEF funding to support extraordinary and incremental research maintenance and ramp-up costs incurred due to COVID-19.

All Western and Lawson researchers and scholars with active research accounts are encouraged to review their expenses and identify eligible Stage 3 costs. This includes principal investigators and scientific directors of shared research facilities with funding from internal sources, government and non-government sources.

All applicants must download and complete an application form.

  • Western researchers with Western credentials can submit their application online through our CRCEF application portal.
  • Lawson researchers can email their application as an attachment to: crcef_help@uwo.ca

Deadline for applications is 11:59 p.m. on November 27, 2020.

CRCEF: Stage 3 funding

Stage 3 of this program is to support the direct costs of research that have been incurred due to the COVID-19 pandemic, to:

  1. Maintain essential research-related commitments during the COVID-19 pandemic; and/or
  2. Support ramping-up to full research activities as physical distancing measures are eased and research activities can resume.

Only eligible direct costs of research that are extraordinary and incremental to those already covered by existing sources of funds and have been incurred between March 15 and November 15, 2020 will be reimbursed, at up to 75%.

CRCEF has allocated a funding envelope to Western and Lawson for the third stage of CRCEF based on institutional research funding activity captured in CAUBO data. Should we receive applications that demonstrate funding needs which exceed this envelope, evaluation criteria as required by the program guidelines will be applied for the distribution of the available funding.

Process Guide and F.A.Q.s

The following guidelines are based on current information available and may be updated at any time by the CRCEF program. Western Research will communicate any changes to the Faculty Research Offices and Lawson Research Office for further dissemination and will post updates to our CRCEF web page.

Submission deadline

11:59 p.m. on November 27, 2020

Eligibility

Expenses must have been incurred in active accounts between March 15, 2020 and November 15, 2020.

Eligible expenses for Stage 3 of the CRCEF program must meet all of the following foundational criteria:

  • Unanticipated additional costs that would not have been incurred in the absence of the COVID-19 pandemic and cannot be funded by existing sources of funds without compromising the activities/results of the research project;
  • They are direct costs associated with maintenance and ramp-up of research activities; and
  • They are costs incurred at the project level and must be actual expenses.

Only direct costs of research that are extraordinary and incremental to those already covered by existing sources of research funds and have been incurred between March 15 and November 15, 2020 are eligible for reimbursement.

Up to 75 per cent of such costs may be reimbursed by CRCEF. Applicants must justify the need for the funds, based on actual costs, due to the impact of the COVID-19 pandemic on their research activity.

Eligible expenses include costs associated with the following categories:

Maintenance costs

Costs incurred within the eligible period and associated with maintaining essential research-related activities during the pandemic that are exceptional and incremental to those already covered by existing sources of funds, funded at up to 75%. This includes:

  • Animal and specimen care through the crisis period;
  • Maintenance of equipment, software, cohorts, and datasets, including warranties, licenses and service contracts;
  • Technological equipment for remote access to maintain assets; and,
  • Safety equipment for personnel dedicated to maintenance;

Ramp-up costs

Costs incurred within the eligible period and associated with full ramp-up of research activities, as physical distancing measures are eased and research activities can resume. Only costs that are exceptional and incremental to those already covered by existing sources of funds will be supported, at up to 75% of expenses.

Eligible expenses include those incurred at the project level and associated with:

  • Re-organizing the research environment and activities;
  • Additional costs to bring the research back to its pre-pandemic level, including experiments, or related to the restart of collections and datasets (e.g., population-based, environmental);
  • User fees charged by shared platforms to researchers to restart research activities (e.g., animal-care facilities, digital labs);
  • Re-scheduling and restarting human and clinical trials;
  • Exceptional costs to access special facilities, shared platforms and resources, knowledge transfer meetings and workshops;
  • Restarting, reassembling and safety checks of equipment and facilities;
  • Reacquiring lost and donated laboratory and field supplies and equipment, reagents, perishable materials, laboratory animal and other living specimens; and,
  • Personal protective equipment and related items for research personnel.

Please see the FAQ, below, for more examples of eligible expenses

Salaries of research personnel

The salaries of research personnel can be eligible for partial reimbursement up to 75% by CRCEF at Stage 3 for the period of August 30, 2020 to November 15, 2020 provided that they meet the Stage 3 eligibility criteria. An attestation form for the trainee or research personnel must be downloaded, completed and submitted with the application form online.

However, the expenses claimed cannot be covered by other broad-based federal COVID-19 measures (e.g., the Canada Emergency Wage Subsidy), by COVID-19 research support from the federal research funding agencies or by the Canada Foundation for Innovation.

As a general indication:

  • Tri-agency projects that have been extended in time only are eligible to Stage 3;
  • Tri-agency projects that have been extended with funding for salary support (support announced on April 22, 2020) are eligible to Stage 3, but the same salary cannot be supported by the two measures for a same period.

Equipment and Internet

Internet connection, land line, cell phone connection, and equipment for working remotely if they  meet CRCEF Stage 3 eligibility criteria, i.e. they must have been necessary to maintain or re-start a direct research activity.

Application process

Western and Lawson have been allocated a notional amount of funding for Stage 3 of the CRCEF program.

  1. An open call to all faculty members at Western and Lawson to submit an application for Stage 3 CRCEF funding will be distributed widely across campus.
  2. Western researchers with Western credentials can submit their application online through the application portal.
  3. Lawson researchers can email their application as an attachment to: crcef_help@uwo.ca
  4. Applicants must submit applications by 11:59 p.m. on November 27, 2020.
  5. Researchers can request assistance in compiling eligible expenses for submission from their department AO and/or faculty research office.
  6. Submission of an application by a principal investigator or scientific director of a shared research facility is an attestation that the application meets the eligibility criteria for Stage 3 funding.

Administrative process

  1. Western Research and Lawson will review applications for accuracy and expense eligibility.
  2. In the event that requests exceed Western’s allocation, the CRCEF adjudication committee will adjudicate each application and provide Stage 3 application recommendations to the Vice-President, Research and the CRCEF working group according to established evaluation criteria. Decisions will be final.
  3. Western will submit a consolidated application and report to the CRCEF program by December 15, 2020. This consolidated application and report will include Western and Lawson’s incurred costs for maintenance and ramp-up expenses within the allocated funding envelope, and any costs beyond the notional allocation amount.
  4. Western Research will work with Research Finance to coordinate the transfer of funds to reimburse research projects once approval has been provided by CRCEF program in early 2021. Expense reimbursements will be based on actuals incurred and will be verified by Research Finance.

Evaluation criteria

Western and Lawson encourage applications from:

  • Early-career researchers (NSERC , SSHRC and CIHR definitions will apply); and
  • Researchers who self-identify as belonging to under-represented groups  (Black, Indigenous, Person of Colour; person with a disability; LGBTQ2S+).

Submissions will be accepted and considered equally from all faculties and the Lawson Health Research Institute. Western/Lawson will make every effort to support all eligible claims from the available allocation.

In the event that funding requests for Stage 3 are higher than the allocated funding, priorities will be based on the following parameters:

  • Financial impact of the incurred costs in relation to the annual budget of the grant;
  • Projects with considerable financial balances at the start of the pandemic (March 31, 2020) may require additional demonstration of exceptional need;
  • Researchers most impacted by the COVID-19 pandemic. This includes: early-career researchers; researchers belonging to equity-seeking groups and researchers who were personally impacted by COVID-19; and/or have special needs in regard to child/family care. A portion of the funding will be reserved for prioritizing this stream of applications, if these funds are not all used, the remainder of the reserved funds will be used to support other researchers.

Forms & Documentation

  1. Application Form
  2. Stage 3 Wage Attestation Form
  3. Application Guide
  4. CRCEF Nov 15 Powerpoint presentation

Frequently asked questions

Please refer to the overall CRCEF eligibility criteria when reviewing this FAQ.

Check back here frequently for updates to this FAQ.

What expenses can be covered by the program?

Expenses that are extraordinary and incremental to those already covered by existing sources of funds and have been incurred between March 15 and November 15, 2020, can be covered by the CRCEF, at up to 75%. It is recognized that the costs incurred must have been paid from the project or from other sources until such time that a partial reimbursement (up to 75%) is received.

Institutions must ensure that all eligible expenses meet the Stage 3 eligible expenses criteria and are properly documented for monitoring, reporting and auditing purposes. While documentation kept on file is for 100% of the eligible expense, funding requested to the CRCEF program is for a maximum of 75% of the eligible expense.

Are ramp-down expenses eligible for reimbursement in this program?

No. Ramping-down expenses are not eligible.

What if my research project is closed?

If you have expenses that were incurred in an account that is now closed, please contact your Research Financial Officer (Western) or lawsonrequests@lawsonresearch.com (Lawson).

However, in general, we will not re-open an account where a project has been completed and/or a financial report has already been submitted to the Sponsor.

Are ramp-up or maintenance costs associated with government funded projects eligible? What about non-government, internal or foreign-funded projects?

Yes, all eligible expenses can be claimed regardless of their funding source.

Are Institutional administrative costs eligible for CRCEF Stage 3 funding?

No, they are not. Administrative costs, such as indirect costs, overhead or transaction costs are not eligible expenses of the CRCEF.

Are salary costs eligible for CRCEF Stage 3 funding?

The costs of research personnel can be eligible for partial reimbursement at up to 75% in Stage 3 for the period of August 30, 2020, to November 15, 2020, provided that the costs meet the Stage 3 eligible expenses criteria.

However, the expenses claimed cannot be covered by other broad-based federal COVID-19 measures (e.g., the Canada Emergency Wage Subsidy), by COVID-19 research support from the federal research funding agencies or by the Canada Foundation for Innovation.

As a general indication:

  • Tri-agency projects that have been extended in time only are eligible to Stage 3.
  • Tri-agency projects that have been extended with funding for salary support (support announced on April 22, 2020) are eligible to Stage 3, but the same salary cannot be supported by the two measures for a same period.

I have a staff member who was paid from a Provincial grant in the early days of the pandemic, but research activity needed to be pivoted to other work. Can I claim their wages in Stage 3?

Wage reimbursement can only be claimed in Stage 3 for reimbursement if they supported activities specifically related to maintenance and research ramp up. The purpose of Stage 3 is primarily for those activities. Unfortunately, since the funding source is provincial, they are ineligible for reimbursement in Stage 1 and 4.

Are fees charged by Institutional facilities eligible for reimbursement by CRCEF Stage 3 funding?

Yes, as long as they are paid from a specific research project. For example, an institutional animal care facility charges extra per-diem or user fees to projects to cover COVID-19-related expenses to clean-up the cages and restart a line would be eligible if the expense is traceable up to the research project’s account.

I bought IT equipment (e.g. a laptop) to facilitate my work during the research curtailment, is this eligible?

They can be eligible if they meet the Stage 3 eligible expenses criteria.

I upgraded my home internet to maintain my research during the pandemic, are these expenses eligible?

They can be eligible if they meet the Stage 3 eligible expenses criteria. Only a reasonable pro-rated amount can be claimed as it pertains to your research project.

I needed home office equipment to maintain my research during the pandemic, are these expenses eligible?

They can be eligible if they meet the Stage 3 eligible expenses criteria. This does not apply to furnishing a home office for personal gain.

Are expenses funded by a scientific platform eligible?

Yes. Expenses must meet the Stage 3 eligible expenses criteria. A “scientific platform” is a platform managed by researchers and is not an “institutional platform.” Expenses on these accounts do not need to be charged to research projects to be eligible, as the platforms themselves are eligible and considered a project. If the scientific platform is funded by user fees charged to researchers (where these user fees are eligible expenses), it is the institution’s responsibility to ensure that the expense is only claimed once.

Are research expenses funded by a start up grant eligible?

Yes. All funding sources are eligible for reimbursement, provided the expense meets Stage 3 eligibility criteria and the exepnse is associated with maintenance or research ramp up activities.

 

Are animal per diems eligible?

Animal per diems for research maintenance and animal purchase costs to ramp-up the population are eligible, provided they are paid from a specific research project.

What are some examples of expenses that can be eligible if my research is not occurring in a laboratory setting?

Expenses must be directly related to the proposed project, relationship and/or partnership building activities and outcomes.

  • Salary/stipends for project team members supporting relationships and/or partnership building activities over and above what would be normally required in the research project
  • Honoraria for Elders, leaders, Knowledge Keepers or brokers and community members that is over and above what would be required due to the pandemic.
  • Engagement costs, including travel and accommodation, facilities/space rental fees, for meetings, hospitality and catering costs, shipping
  • Equipment and supplies that directly support relationship and/or partnership-building activities
  • Personal protective equipment for community members
  • Software or technology licenses (e.g. Zoom) gifted to the community for the researcher to maintain contact for the purpose of engagement and relationship building.

Are cancellation fees and non-refundable travel fees eligible?

No, these would be considered ramping-down expenses and are not eligible.

If I have eligible expenses am I guaranteed to be funded under CRCEF?

At this time, we cannot guarantee that all eligible expenses will be funded under the CRCEF program. Until we have received all applications from across campus, we cannot determine whether the requests will exceed our notional envelope.

What happens if the account will end by the time funding is distributed? How will I receive the reimbursement?

If the project has closed by the time CRCEF Stage 3 funds are being distributed, Research Finance and the Lawson Research Office will reach out to the PI to provide assistance.

Where I can find my monthly financial statements?

Please contact your admin officer and/or your research financial officer.

Further Information

For questions about CRCEF that cannot be addressed by departmental/affiliate finance/administration staff, please email crcef_help@uwo.ca.