When you receive an offer of award, be sure to read and follow the instructions in the Notice of Award (NOA). Pay special attention to the DEADLINE by which you must respond to the offer and obtain any documents, signatures, and financial information requested. Ensure that you are registered in the program for which the funding is awarded by its start date, and that there are no holds or warnings on your record.
For postdoctoral fellows who generally use a non-McGill email address, please note that in accordance with the McGill email policy, subsequent correspondence will be sent to your official @McGill.ca email address ONLY. For new postdocs, this will be enforced after initial registration.
Every postdoc receiving a fellowship paid through McGill must submit their Direct Deposit information via Workday. For more information on this, please contact your Postdoctoral Administrator or HR Administrator.
You are responsible for adhering to the policies of your award. Failure to do so could result in termination of award and even repayment of monies received.
Tri-Agency Activation & Payment Request Instructions CIHR, NSERC & SSHRC
- Two-step process: Activation then Payment request.
- Read your notice of award carefully to determine if you are required to submit any document yourself to the funding agency.
- MAC Users: Use the “print” option when saving your document as .pdf before emailing. Our computers are often unable to view the contents of the .pdf file from a Mac computer if you simply use the save function.
Fellowship Activation - Required Documents for Tri-Agency PDF Fellowship
Contact your Postdoctoral Administrator for assistance
- SSHRC & NSERC (excluding Banting) Request for First Instalment or Reinstatement of Award Paid by Canadian Institution (linked from the Tri-Agency award holder's guide). Indicate your start date of fellowship. Form is to be signed by recipient and the "SLO equivalent" is the Postdoctoral Administrator or HR Administrator of the Academic Unit/Department the postdoc is affiliated with. Postdoc is responsible for submitting completed and signed copy to granting agency 4-6 weeks prior to the start of the fellowship. If the actual start date is different from the date you indicated on your application, or on your notice of award, please contact your agency. (Agency Program contacts found in the Tri-Agency award holder's guide)
- CIHR & Banting Postdoctoral Fellowship (all agencies) – Authorization for Funding document will only be made available after the following documents have been received by CIHR.
- CIHR-Confirmation of Commencement is to be signed by supervisor. Postdoc is responsible for submitting completed and signed copy to granting agency (GPS does not need a copy)
- CIHR-Response To Offer is to be signed by recipient and the "SLO equivalent" is the Postdoctoral Administrator or HR Administrator of the Academic Unit/Department the postdoc is affiliated with. Postdoc is responsible for submitting completed and signed copy to granting agency (GPS does not need a copy)
Payment request - Required Documents for Tri-Agency PDF Fellowship
Documents are to be submitted by unit to graduatefunding.gps [at] mcgill.ca
- Fund Opening Form – You must download before filling form. Signed by recipient and supervisor. Be sure to indicate the correct person from your Academic Unit who is responsible for processing your award payments and include any applicable ethics certificates.
- CIHR & Banting Postdoctoral Fellowship (all agencies) – Authorization for Funding document
- NSERC and SSHRC - Notice of Award
Other External Fellowship Payment Request Instructions
Documents are to be submitted by unit to gradautefunding.gps [at] mcgill.ca
- MAC Users: Use the “print” option when saving your document as .pdf before emailing. Our computers are often unable to view the contents of the .pdf file from a Mac computer if you simply use the save function.
Payment request - Required Documents
- Fund Opening Form – You must download before filling form. Signed by award holder and Supervisor. Be sure to indicate the correct person from your Academic Unit who is responsible for processing your award payments and include any applicable ethics certificates.
- Notice of Award (indicating Award holder name, Award source, start date, duration of tenure, amount).
Leave of Absences & Interruption of awards
Any time that you will be interrupting your award, you will be required to interrupt your award payments. Begin the process early and contact your Postdoctoral Administrator. You must adhere to both McGill policy and the terms of your fellowship.
- McGill's Graduate and Postdoctoral Leave of Absence Policy
- Tri-Agency Award holders – submit the Tri-Agency Request for Deferment of Start Date OR Interruption of Award Form to your Postdoctoral Administrator for signature and then forward to your agency.
- Provincial FRQ Award holders – An award may be interrupted after it has been activated. Questions should be directed to the Program Officer of the award you hold (name is on your offer of award letter). More information may be found at FRQnet.
- Other external award holders – consult the terms of your award for instructions and required forms. If your award is being paid through McGill, then you must also report to the person responsible for processing your payments. See your Postdoctoral Administrator.
Return to study following a leave of absence or interruption
- Be sure you are registered for the term you are returning.
- Tri-Agency Award holders – submit the Tri-Agency Request for First Instalment or Reinstatement of Award Paid by Canadian Institution to your Postdoctoral Administrator within 6 weeks of your return.
- Provincial FRQ Award holders – report to the appropriate agency. More information may be found at FRQnet.
- Other external award holders – report to the funding source according to the terms of your award. If you award is being paid through McGill, then you must also report to the person responsible for processing your payments. See your Postdoctoral Administrator.
Early Termination of Award
An award may be terminated early if conditions for holding the award are no longer met. Please verify your award holder’s guide and/or terms of your award. Contact your Postdoctoral Administrator.
- Tri-Agency Award holders – Submit the Termination of Award Form to your Postdoctoral Administrator as soon as you know the termination date and then forward to your agency.
- Provincial FRQ Award holders – report to the appropriate agency.
- Other external award holders – report to the funding source according to the terms of your award. If your award is being paid through McGill, then you must also report to the person responsible for processing your payments. See your Postdoctoral Administrator.
Award holders' Guides and Reporting Changes to your award/research project /program of study
It is the responsibility of every award holder to report any changes to their award. This includes changes to place of study, program of study, research project, supervisor, other funding, or anything else that may affect the eligibility for holding the award. Verify with the award holder’s guide and/or terms of the award and contact Postdoctoral Administrator.
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