Partner year-end reporting guideline

All DFM partner organizations should prepare financial statements at the end of each fiscal year (ending March 31). Please submit these reports as listed below by mid-April. Let us know if you have any questions about the forms or the eligibility of specific expenses/contributions.

Expenses and Balance Statement

For internal accounting, we request that all partner organizations who have received DFM grant funds send us a spreadsheet with a basic statement of expenses and balance of funds remaining as of March 31.

• Expenses can be consolidated where appropriate; for example, list the total amount paid to each Research Assistant in the 12-month period ending March 31, rather than the amount and date of each individual payment.
• For field research, list a single amount for meals and accommodations on one line for each trip, briefly indicating the number of people and days in the field.
• Equipment and supplies should be itemized if possible.

Financial Statement (F300)

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This SSHRC financial reporting spreadsheet must be completed and submitted by Partnership Grant partner institutions at the end of each fiscal year.

• CANADIAN partner organizations will send the form directly to SSHRC.
• NON-CANADIAN post-secondary institutions will submit a copy of this document to us at the University of Manitoba.
• NON-ACADEMIC ORGANIZATIONS (VSS, DFYWA, NAG, Dakshin Foundation, CEPA) do not need to complete this form, but should send us the itemized account/balance statement described above.

Eligible expenses

Please ensure that all expenses you list are eligible under the terms of our grant.

• In general, direct costs for the research are admissible (e.g., travel and subsistence, purchase of equipment and supplies that are not already available at your institution, translation, research assistant salaries, etc.).
• You are NOT allowed to claim salary costs for Co-Investigators, hospitality and entertainment expenses, or indirect costs (e.g., administrative overhead, medical insurance, standard office equipment and furniture, administrative/management charges and fees).
• See SSHRC Guideline: Eligible expenses.

Completing the form

• Only use expense categories 1-8. DO NOT use lines 9-11.
• Line 6, “materials, supplies and other expenditures”, should be the “catch all” line for items that do not fit anywhere else.

Partner Contribution Statement

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We are expected to match approximately one-third of the SSHRC funding for DFM through in-kind contributions from partner organizations. ALL partner organizations should submit a copy of this document directly to us at the University of Manitoba, documenting any cash and in-kind contributions to the project they have made over the past fiscal year.

• All contributions should directly support the Dried Fish Matters project research, and must NOT have been paid for using SSHRC grant funds.
• Please refer to the guideline for a list of examples of what may and may not be included as contributions: SSHRC Guideline: Examples of cash and in-kind contributions.