Skip to main content
University of Ontario Institute of Technology logo

Policy on the Use of Internal Research Funds

Classification number ADM 1306
Framework category Administrative
Approving authority Senior Leadership Team
Policy owner ´┐╝Vice-President, Research, Innovation and International
Approval date March 9, 2015
Review date March 2018
Last updated Editorial Amendments, February 18, 2020


This policy provides guidance for the acceptable use of internal research funds at the University. The purpose of this policy is to promote the effective and economic use of funds that are provided by the University for research-related purposes. 


For the purposes of this policy the following definitions apply:

Fund Holder” means the individual responsible and accountable for the management and use    of a research fund. 

Internal Research Funds (IRF)” means funds provided by the University to a Fund Holder to support research-related activities.  IRFs include:

  • Faculty Start-up funds;
  • Internal funding programs; and
  • University matching funds.

Start-up Funds” means a one-time allotment of funds normally provided to a faculty member by the University to be spent with the terms defined in the letter of appointment from the University. 

Scope and Authority

This policy applies to all Internal Research Funds.

The Vice-President, Research, Innovation and International (VPRII), or successor thereof, is the Policy Owner and is responsible for overseeing the implementation, administrative and interpretation of this Policy.

Research and Trust Accounting (RTA), or successor department, is responsible for ensuring that expenses allocated to Internal Research Funds are in compliance with University policies and procedures, and any specific terms and conditions associated with the Internal Research Funds. 


Internal Research Funds are provided by the University to pay for expenses incurred in support of research-related activities at the University. 

Fund Holders are expected to act in compliance with University policies and procedures and the specific terms and conditions associated with Internal Research Funds.

IRFs may only be used for expenses related to the Fund Holder’s research activities at the University.  Eligible expenses are outlined in the Procedures for Use of Internal Research Funds.

IRFs are not considered personal compensation and cannot be used to supplement a Fund Holder’s salary or to cover personal expenses.

All equipment and materials acquired using IRFs are the property of the University.  Fund Holders may request to purchase equipment and material from the University when leaving the University by contacting the VPRII.

Unspent balances of IRFs remain with the University if a Fund Holder ceases to be employed by the University. No expenditures may be made from IRFs after the end of the Fund Holder’s employment with the University. 

The University retains the right, at its sole discretion, to withhold reimbursement of expenses or access to IRFs when a Fund Holder is deemed to be in contravention of this Policy.

Monitoring and Review

This Policy will be reviewed as necessary and at least every three years.  The Director, Research Services, or successor thereof, is the Policy Lead and is responsible to monitor and review this Policy.

Relevant Legislation

This section intentionally left blank.

Related Policies, Procedures & Documents

Procedures for the Use of Internal Research Funds

Policy on the Care and Use of Animals in Research and Teaching

Conflict of Interest in Research

Research Ethics Policy

Intellectual Property Policy

Policy on the Responsible Conduct of Research and Scholarship

Procedure on the Responsible Conduct of Research and Scholarship

Expenses Policy and Procedures

Signing Authority Policy

Signing Authority and Approval Procedure

Procurement Policy

Procurement of Goods and Services - Procedures