The University of New South Wales - Finance

Research Grants form the single largest category of income other than DEST Operating Grant and HECS is that received from a multitude of sources for specific purposes, eg. competitive and non-competitive research grants from government (Commonwealth, State and Local), industry and private sources. Funds are normally made available following submission of a proposal by university personnel to the granting body, who will indicate the manner in which the funds are to be employed, any special conditions and reporting requirements.

UNSW Research Services is responsible for the administration of all aspects of external research grant funding, including funding provided for post-graduate research scholarships. UNSW Research Services will not charge a management fee against research accounts, however, a Faculty Levy may apply in some instances (please check with your Faculty).

UNSW Research Services broadcasts all funding opportunities and the deadlines for application submission on the fortnightly Grant-News explode list and also on the UNSW Research Services Website. Information on application procedures is available from UNSW Research Services and applications should be submitted to UNSW Research Services by the specified internal deadline so that the application may be checked prior to submission to the granting body. Allowances provided by granting bodies for salary and on-costs may vary from grant to grant. Applications which include requests for salary funding must always include on-costs.

UNSW Research Services will notify applicants of the application outcome. If successful, UNSW Research Services will also advise the applicant of the process for accepting the grant and establishing a research account. This will include arranging for the associated grant conditions and/or contract to be signed by the Director of UNSW Research Services on behalf of the applicant. Once the grant has been accepted a budget will be created in the University's general ledger to match the awarded amount.

External grants are those awarded to a researcher by an outside body and they take the format of Non General Fund accounts. Grants may have one-line funding or they may have restrictions which will be outlined in the grant conditions. One-line grants allow for the funds to be spent over a wide range of agreed areas such as salaries, equipment, travel, materials etc. at the discretion of the grant recipient, subject to the University's guidelines. On the other hand, there will be other grants that specify how the funds are to be divided between the various categories of expenditure. Financial statements on the grant will be prepared by Client Services Accountants at the Faculties and Research Finance Officers in accordance with UNSW policy and granting body requirements.

 

 

Invoices to the granting body will be raised by UNSW Research Services in accordance with the funding conditions and/or contract. Upon signing the contract, the first invoice raised is normally 10% of the contract amount. Subsequent invoices are raised, placed on "hold" as in the payment schedule in the contract, and release /send to the granting body on the due dates.

 

 

Where payment of the grant is milestone driven, the grant recipient must advise UNSW Research Services that a milestone has been met in order for an invoice to be raised and sent to the granting body for the grant installments.

A budget will be prepared by the grant holder for each grant application which is submitted through the Office of Research.

Successful grant applications will be forwarded to the Research Grants Section who will arrange for allocation of a project code and set up the budget on the finance system.

The extent of budget analysis will reflect the requirements of the granting body and the needs of the grant holder whose responsibility includes monitoring and control of expenditure within the funds available.

 

 

Expenditure will not be incurred until income is received or a formal written commitment is made by the granting body as per UNSW Financial Delegations.

 

 

Income when received will be credited to the account relating to the grant project.

 

 

Administrative support to grant holders will be provided by the Research Grants Section, who will compile a final report to acquit the grant in accordance with the agreed terms of the grant.

 

 

Monthly financial reports are run from the University Finance System by Client Service Accountants. Each grant holder will monitor expenditure to ensure that available income is not exceeded.

 

 

Research Office Client Services will review grant accounting records to highlight:

Research Office Client Services will initiate corrective action where appropriate.

 

In the event that debit balances cannot be resolved by the Research Office Client Services i.e. the grant holder has no alternative funds or has left the University, then the cost centre/faculty will be responsible for clearing the account.

At the end of the grant any unspent/uncommitted funds may have to be returned to the granting body in accordance with the conditions of the grant.

 

It is the responsibility of the principal investigator/ researcher of the grant to check the status of the research project prior to the termination of the grant in order to seek approval to carry over grant funds to the following year and to seek approval for an extension of time. Applications for grant extensions are to be made in consultation with the Research Office and any correspondence sent to the Research Office Client Service Team.

Where grants require financial reports prior to receiving the final grant payment, the following is required by the Research Client Service Accounts Team: