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Research FAQs

Managing my research grant(s)
Frequently Asked Questions Funds Notes FF / GRF / RGC

I have received the Award letter from the sponsor, but my project is not yet open.

External & Internal Research Funds 

Ensure that the Acceptance of Grant (AOG) has been submitted to RGC.

Refer to email reminders sent by InfoEd or RGC.

For additional assistance contact the nominated Grants Officer for the school/centre.

Research Grants & Contracts

I have sent through the Acceptance of Grant (AOG), but the project is not yet open.

REXXX/RFXXX

External Research Funds and University Co-contributions.

Were there any requirements for Ethics clearance identified? If “Yes” and not yet completed, complete the ethics requirements.

Were there any Collaborators Identified in the Application? If “Yes” all named collaborators should sign the multi-institutional/sub-contractor agreement, prior to the release of funds.

Contact the nominated Grants Officer for the school/centre.

Research Grants & Contracts

What funds do I have?

External and Internal funds 

Refer to your online Project financials for available balances. See below links for details.

If additional assistance to access online financials is required, contact your Faculty Finance team.

Faculty Finance

Who do I contact to confirm the conditions of spend?

REXXX

External Research funds 

Refer to grant agreement.

Refer to Budget Release confirmation (BRC) for conditions.

For additional assistance contact the nominated Grants Officer for the school/centre.

Research Grants & Contracts

Who do I contact to confirm the conditions of spend?

Faculty Research funds 

Refer to faculty specific guidance from Associate Dean of Research or Faculty Research Manager 

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What money do I have left in my grant? 

REXXX/RFXXX 

(External Research grants and University Co-contributions)

Refer to your online Project financials for available balances.  See below links for details. 

If additional assistance is required to access online financials, contact your Faculty Finance team.

Faculty Finance

How do I query the remaining salary budget and project budget?

External and Internal Research Funds

Refer to your online Project financials for available balances. See below links for details.  

If additional assistance is required to access online financials, contact your Faculty Finance team.

Faculty Finance

Who do I contact if I have a query on what has been charged to the project? 

External and Internal Research Funds

Refer to your online Project financials.  See below links for details.  

If further investigation of costs is required, contact your Faculty Finance team.

Faculty Finance

Confirmation of whether a specific expense item is allowable or disallowable 

External Research Funds

Review the agreement with the sponsor.

If expense item is not covered in the agreement, further investigation is required.

For additional assistance contact the nominated Grants Officer for the school/centre.

Research Grants & Contracts

Who should be contacted to close a research project?

REXXX/RFXXX

External Research Funds and Co-contributions from UNSW

Research projects are closed once all the research deliverables are met.

For additional assistance contact the nominated Grants Officer for the school/centre.

Research Grants & Contracts

Who do I contact to initiate the production of a financial report required by a sponsor? 

External Research Funds

External Financial deliverables are usually identified in the agreements and scheduled for delivery on the due dates.

Understand the purpose of the request from the sponsor i.e. Monitor research progress, Audit being carried out at the sponsor institution, Audit of UNSW funds etc. 

Contact the nominated Group Research Finance Team-Lead for the Faculty.

Group Research Finance

Who should be contacted for final acquittals?

External Research Funds

Occurs once all the research activities are completed.

Contact the nominated Group Research Finance Team-Lead for the Faculty.

Group Research Finance

How to I identify as to whether the surplus funds can be retained by UNSW

External Research Funds

InfoEd Awards Tab or

Ns Financials project attributes

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External Research Project in surplus – Surplus funds to be returned to sponsor  

External Research Funds

Check online financials.

Chief Investigator (CI) must ensure that all costs associated with conducting research have been captured.

If further assistance is required contact your Faculty Finance team to action the changes.  

Faculty Finance

Who returns the surplus funds to the sponsor

External Research Funds

GRF coordinates the activities associated with return of funds on acceptance of final acquittal by the sponsors

Group Research Finance

External Research Project in surplus – Surplus funds to be retained by the University

RF111

Check online financials to understand the balance.

Chief Investigator (CI) must ensure that all costs associated with conducting research have been captured.

Group Research accountants will move the funds to the nominated faculty / school / centre project.

Group Research Finance

What do I do if my External Research Project in deficit?

External Research Funds

CI should check online financials to understand the overspend.

Consider the following options to cover the deficit:

  • Partner contributions,
  • University co-contributions,
  • RF112 funds
  • Faculty SPF02/SPF04 & IR001 allocations.

Contact your Faculty Finance team to action the removal of over charged costs.

Faculty Finance

How do I request a project end date extension to allow continued spend?

External Research Funds 

Process varies with the requirements of the sponsors.

Contact the nominated Grants Officer for the School/Centre.

Research Grants & Contracts

 

Sources of university funds
Frequently Asked Questions Funds Notes FF / GRF / RGC

How is SPF04(Contract Research incentive) calculated? 

SPF04

50% of actual ICR/MECR is provided to the Faculty based on the prior year performance. 

DVCR provides funds to Faculty.

Distribution within faculty is subject to faculty specific distribution policy

For all ICR/MECR FAQs (research and non-research) information refer to link below.

If further information on the distribution is required, contact Faculty Finance team.

Faculty Finance

How is SPF02 calculated? 

SPF02

7% of prior year Research Block Grant Funding (RBG) is distributed to the Faculty. 

Distribution within faculty is subject to faculty specific distribution policy. Any questions on the Faculty distribution go to Faculty Research Manager/ ADR.  

Balances are available in project financials.

If additional assistance to access online financials is required, contact your Faculty Finance team.

Faculty Finance

Who do I speak to about the application process for bridging, transition and safety net fellowships? 

SIR50

For information on the fellowship schemes email research.services@unsw.edu.au

Faculty Associate Dean (Research)

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Who do I speak to about preparing the application for bridging, transition and safety net fellowships? 

University SIR50 Funds

Academic completes the application via the Faculty Associate Dean (Research) 

Application should include the following:

  • A statement of support from the Head of School and Dean confirming the applicant is performing at a level that will be competitive for future fellowship/grant applications or for upcoming academic positions and outlining relevant details to confirm eligibility (current fellowship / grant, circumstances, start and end dates, contract status, etc.).

  • Confirmation that funding is available to cover the Faculty salary components.

  • Confirmation by the School/Faculty that an appropriate level of support (office/lab etc.) is available for the Fellow.

  • CV for the applicant highlighting research performance and outputs in the last 5 years.

  • Any other special conditions as noted by the fellowship.

Applications are assessed by the Pro Vice-Chancellor (Research).

Contact your Faculty Finance team for financial support. 

Faculty Finance

How do I get access to surplus research funds?

RF111

Funds are released to academics per the distribution policy of the Faculty, School, Centre.

Contact your Faculty Research Manager/ADR for specific distribution policy.

Contact your Faculty Finance team for guidance on how to allocate the costs.

Faculty Finance

What is considered as a margin in contract Research?

REXXX

A margin is the amount forecast over and above the direct costs of providing the service and the minimum economic cost recovery.

It is common when pricing is aligned with the market demand for the services.

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What happens to the margins on Contract Research?

RF112

Margins must be identified at the time the project is costed and built into the price.

Once research outcomes are delivered, the surplus of funds following fully costing the research activities is considered as the margin.

Margins are transferred to the Faculty, School or Centre projects as per the administration policy of the Faculty.

Contact your Faculty Research Manager/ADR for specific distribution policy.

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Other related queries
Frequently Asked Questions Funds Notes FF / GRF / RGC

Expense Management System (EMS) – Who is the reviewer/approver for expenses?

All

Refer to online training & information, website link is below.

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Who is the contact for MyTravel queries?

All

Link to Travel queries is below.

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How do I calculate how much it will cost to hire someone at a specific level for a specific duration?

All

Contact your Faculty Finance Team for assistance on salary costing. 

Faculty Finance

How do I access additional Funds promised by the sponsor?

External Research funds only

Contact the nominated Grants Officer for the school/centre. Refer to RGC contacts link below.  

Research Grants & Contracts

How do I bring funds offered by another institution as cost re-imbursement to UNSW?

N/A

Contact the nominated Grants Officer for the school/centre for funds relating to research activities. Refer to RGC contacts link below.  

Research Grants & Contracts

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LINKS TO WEBSITE & RELEVANT DATA

Faculty and Divisions Finance contact List

Research Grant Contacts

Project Financials - Further information including frequently asked questions and guidance can be found at this link

You can also access this report at any time by selecting the Finance tab in MyUNSW. For access queries, please contact your Faculty Finance team.

MyTravel@UNSW (Travel system)

Minimum Economic Cost recovery (MECR)

Explanation of Fund codes

Expense Management System

Internal Fellowship Schemes