General Information about the Research Budget Template - DOC

							                  General Information about the Research Budget Template:


• This template was developed by the Office of Integrated Research Services.
• Information can be entered into highlighted cells only, all other information is protected.
• If it is necessary to change other cells, the worksheets can be unprotected by selecting
Tools\Protection\Unprotect Sheet (it is not password protected).
• Please advise Diana Simmons (x74592 or simmons@hhsc.ca) of recommended changes to the
template, especially if formula errors are discovered so that this template can be continually
improved.
• Please contact Diana Simmons (x74592 or simmons@hhsc.ca) if you require assistance with
developing a budget or using the budget template.
• The Summary Worksheet is calculated based on information entered into the Remuneration and
Other Costs worksheets.

Contact information for the Office of Integrated Research Services:

Deidre Henne, CA
Director Internal Audit and Research, x74595 or henne@hhsc.ca

Diana Simmons, CA
Manager Research Services, x74592 or simmons@hhsc.ca

Bill Thompson
Coordinator Research Services, x74603 or thompbil@hhsc.ca

Val Dicarlo
Research and Trust Expense Analyst, x74817 or dicarlo@hhsc.ca

Danica Papuca
Research and Trust Revenue Specialist x74608 or papuca@hhsc.ca

Remuneration and Salaries:

Hamilton Health Sciences (HHS) policies and procedures must be adhered to for all HHS Research
Staff. Contact Human Resources to ensure that Research positions are within the appropriate
classification and posted accordingly.

Human Resource Contact:

Mandeep Malhotra
Human Resources Analyst x74855 or malhotrm@hhsc.ca

Remuneration to Investigators:

Please indicate any remuneration to (Co-)Investigators. Please note the following should be
disclosed as a Conflict of Interest on the REB Application form.
A conflict of interest exists when the Investigator or any other person who is responsible for the
design, conduct, analysis, or reporting of research, has an interest, financial or otherwise, in the
Research or Sponsor of the Research. An investigator's financial interests also include the financial
interests of others such as: his or her spouse, dependent children, or household members, and any
outside entity or foundation in which any of these persons have a financial or other interest that
could be directly affected by the conduct of the research.

Conflict Examples:
• Serving as a director, officer or other decision-maker for a commercial sponsor of research
• Holding any stock or stock options in a commercial sponsor of the research (unless held in a
diversified, independently managed mutual fund)
• Receiving compensation for service as consultant or advisor to a commercial sponsor of research
(excluding expenses)
• Receiving honoraria from a Research Sponsor
• Personally accepting payment from the Research Sponsor for non-research travel or gifts
• Obtaining royalties or being personally named as an inventor or patents for the product(s) being
evaluated in the human subjects research or products that could benefit from human subjects
research
• Receiving payments based on research outcomes
• Having other personal or outside relationships with commercial sponsors of the human subjects
research
• Having financial interest in companies with similar products known to the investigator to be
competing with the product under study

Salary Costs:

Position Names:
HR will assist with the determination of the Job Title, Jobcode and Salary Scale based on the
requirements of the position. Do not enter into any verbal or written employment contracts until
Human Resources have been consulted and the appropriate recruitment process has been followed.
Please provide "Other Position" job title and study requirements.

One Time Costs:

Examples include:
• Collaboration with sponsors to establish research study
• Writing and submission of study protocol;
• Establishment of forms, data reports, letters, etc. required for the study
Enter total hours required for One Time Costs in the "Total Hours" column.
Enter the hourly rate in the "Rate" column.

Study Requirements:
Enter the number of visits per participant in the "No. of Visits" column, leave blank if not applicable
(N/A).
Enter the number of hours per participant visit or total hours per participant if visits are N/A in the
"Hours per Visit" column.

Salary Cost:
Enter the hourly rate in the "Rate" column.
Enter the number of participants in the "No. of Participants" column.
Overtime:
Enter the hours of overtime required in the "Total Hours" column.
Enter the rate of overtime in the "Rate" column

Note 1:
Overtime is calculated in adherence with HHS Policies and is based on the total hours worked for
HHS.

Note 2:
 If the overtime is required on hours recorded in the categories above, then enter in the incremental
increase for overtime.

For example: If an employee earns a regular rate of $30 per hour and will be required to work 10
hours related to One Time Costs, of which 5 will be at an overtime rate then record 10 hours in the
One Time Cost "Total Hour" column, enter $30 in the Salary Cost "Rate" column and 5 hours at a
rate of $15 ($30 per hour x 1.5 = $45 - $30 = $15) to record the incremental increase from $30 to
$45 dollars per hour.
If overtime is calculated on a per participant basis, then enter the number of participants in the "No.
of Participants" column, leave blank if N/A.

Benefit Costs:
The benefits on salaries will automatically be calculated at a rate of 22 percent unless an alternate
percentage is entered in the "Rate" column. Contact HR for assistance in determining the
appropriate rate.

Operational Costs:
If you prefer to budget Operational/Administrative costs based on staffing costs, then enter the
percentage (10 percent recommended) in the "Rate" column or else Operational/Administrative costs
can be budgeted in total in the "Other Costs" Worksheet.

Other Costs:

Decision Support Costs:
Contact Decision Support if you will require data on patient populations, case mix groups, etc.
Enter the labour hours required in the "Hours per Visit/Test/Study" column.
Enter the labour rate including benefits in the "Rate" column.
Enter the number of participants involved in the study in the "No. of Participants" column. If the
cost estimate is based on a total cost rather than per participant cost then enter 0 in the "# of Patients"
column.

Contact is Wendy Gerrie (x46430 or gerriew@hhsc.ca)

Health Record Costs:
Contact Health Records if you will require hardcopy or microfilmed records.
Enter the number of chart pulls per participant under the "No. of Visits/Tests/etc." column.
Enter the number of participants requiring chart pulls in the "No. of Participants" column.
Per Health Records the charge for each chart pull is $5.00.

Contact is Mary Bedek (x75120 or bedek@hhsc.ca)

Pharmacy Costs:
Contact Pharmacy if medication related to the study will be dispensed or stored by Pharmacy.
For the labour component:
Enter number of doses per participant in the "No. of Visits/Tests/etc." column.
Enter number of hours labour per dose in the "Hours per Visit/Tests/etc." column.
Enter the labour rate including fringe benefits in the "Rate" column.
Enter the number of participants requiring doses in the "No. of Participants" column.
For the drug component:
Enter number of doses per participant in the "No. of Visits/Tests/etc." column.
Enter the cost per dose in the "Rate" column; if drugs are being supplied by the Sponsor, please
indicate cost per dose as $0.00.
Enter the number of participants requiring doses in the "No. of Participants" column.
Other Costs may include Start up Fees, Storage, Shipping & Handling, Supplies, etc.

Contacts:
Contact for HHS is Gita Sobhl (x73447 or sobhi@hhsc.ca)
Contact for JCC is Sandra Kogoma (x42191 or sandra.dagoma@hrcc.on.ca)
Contact is Diane Debastiani (x76016 or debastia@hhsc.ca)

Laboratory Services Costs:
Contact Lab Services if lab work is required.
Enter the number of tests required per participant in the "No of Visits/Tests/etc." column next to the
appropriate test.
Enter the cost per test in the "Rate" column.
Enter the number of participants requiring the test in the "No. of Participants" column.

Contacts are Josephine Baldwin (x73019 or baldwjos@hhsc.ca) or Kim Hall (x46149 or
hallkim@hhsc.ca).
Obtain sign off on REB Application from Dr. Matthew McQueen.

Diagnostic Imaging Costs:
Due to complexities each study is priced individually. Contact Diagnostic Imaging if their services
are required.
Enter the number of tests required per participant in the "No of Visits/Tests/etc." column next to the
appropriate test.
Enter the cost per test in the "Rate" column.
Enter the number of participants requiring the test in the "No. of Participants" column.

Contacts are:
General - Cheryl Malcolmson (x46480 or malcoche@hhsc.ca)
Henderson - Bronwen Baylis (x42297 or baylis@hhsc.ca)
MUMC/Chedoke - Annette Hornby (x75305 or hornby@hhsc.ca)

Nuclear Medicine Costs:
Due to complexities each study is priced individually. Contact Nuclear Medicine if their services are
required.
Enter the number of tests required per participant in the "No of Visits/Tests/etc." column next to the
appropriate test.
Enter the cost per test in the "Rate" column.
Enter the number of participants requiring the test in the "No. of Participants" column.
Contact is Carole Dunne (x46538 or dunnecar@hhsc.ca)

Reimbursements to Participants:
Enter the number of visits or times per participant a reimbursement will occur in the "No. of
Visits/Tests/etc." column.
Enter the amount of reimbursement per visit in the "Rate" column.
Enter the number of participants receiving reimbursements in the "No. of Participants" column.

Other Participant Specific Costs:
Please enter details of other participant specific costs that do not fall within any other category
above.

Administrative Costs:
If required, enter the number of meetings, room rentals, etc. in the "No. of Visits/Tests/etc." column.
Enter the cost per number of meetings, room rentals, etc. in the "Rate" column.
If the cost is fixed, enter the total cost in the "Rate" column.

Equipment Costs:
Enter the description of the equipment being purchased in the "Please specify" cell.
Enter the quantity being purchased in the "No. of Visits/Tests/etc." column.
Enter the per unit cost of the equipment in the "Rate" column.

Overhead:
If this is an industry-sponsored study then the minimum overhead rate that should be used is 30
percent. Please enter the overhead rate in the "Rate" column.

REB Fee:
HHS, FHS & SJHH endorse a policy requiring a $2,000 Canadian administration fee be paid for all
industry-sponsored research projects submitted to the REB for review. A cheque from the Sponsor
payable to McMaster University, Attention: REB or transfer of funds from an existing account, will
be required upon submission of an application for REB review to either the joint HHS/FHS REB or
the SJHH REB. It is the responsibility of the Investigator to communicate this with their industry
Sponsor.

Contact is: Melina Mirabella (X22258 or casuccio@mcmaster.ca)