Acquittances for Expenditure from Recurrent and National Priority Allocations, Research grants and Special Purpose Income

Approving Authority:	Council
Establishment Date:	26 March 1997
Date Last Amendment:
Nature of Amendment:
Date Last Reviewed:
Publication Reference:
Contact Officer:	Director, Financial Services

8.2	Introduction Financial Administration and Grants Finance Section are responsible for the preparation of certified acquittances to the Commonwealth Department of Education, Science and Training (DEST) in accordance with the Higher Education Funding Act and to other grantors as required in the grant conditions, based on information from the relevant accounts in the University's General Ledger System. Acquittances required, due dates, expenditure and carry forward requirements are outlined in the guidelines for the funding. Further information can be obtained from the Grants Finance Section.
	Principle The University will provide accurate and timely acquittances to granting bodies in accordance with the terms and conditions specified in each grant contract or agreement.
	Procedure 8.2.1 At the end of each specified grant period, generally 31 December, the University's Financial Administration and Grants Finance Section will prepare the necessary acquittances. 8.2.2 An analysis of expenditure accounts against the grant budget will be undertaken. 8.2.3 In the event that a research grant account is overdrawn any over expenditure will be transferred to another grant provided for the same field of research work. 8.2.4 If the account is in credit, a check will be made with the grantee to ensure that there are no outstanding commitments. 8.2.5 An unspent balance will be returned to the grantor with the final acquittance or as soon as possible thereafter. 8.2.6 Where an audit certificate is required, arrangements will be made for an audit to be carried out.
	8.2.7 The audit certificate will be forwarded to the granting body with the acquittance. TABLE 7 Acquittances table Granting body Due date Period covered Proforma provided Responsible officer Expenditure and carry forward guidelines Australian Kidney Foundation 31/3 1/1-31/12 Yes Grants Finance Staff Funds which are unexpended or uncommitted as at 31 December will be returned to the Foundation with the statement. Application to carry forward unexpended balances will be made before 31 December of the year of the grant. Channel 7 Children's Research Foundation of South Australia 31/7 1/7-30/6 Yes Grants Finance Staff Any surplus funds will be returned to the Foundation or permission sought to carry over to the next financial year. Commonwealth Department of Health and Family Services Commonwealth AIDS Research Grants Committee 31/8 28/2 1/1-30/6 1/7-31/12 Yes Yes Grants Finance Staff If a carry over at 31 December is required and it is greater than 5% of the annual grant, approval will be sought before 28 February. The ability to carry over funds does not apply to the final year of the grant unless the Department approves the funds to be carried forward. National Health and Medical Research Council 30/6 1/1-31/12 Yes Grants Officer Funds for a one year project will be spent or committed within that period unless approval to carry forward is obtained. Funds for projects of more than one year's duration may without approval be carried forward if the amount does not exceed 5% of the annual grant. If the amount exceeds 5%, approval to carry forward will be obtained no later than 30 June of the following year Research Development Grants Advisory Committee As specified under individual contracts Research into Drug Abuse Advisory Committee As specified under individual contracts General Practice Evaluation Programme As specified under individual contracts Department of Education, Science and Training Recurrent Funds       Director, Financial Services   Quality Funds       Budget & Payroll Accountant   Infrastructure Funds       Director, Financial Services   APRA Scholarships (Global Funding Acquittance)       Director, Financial Services   APRA Scholarships (Individual Grant Acquittance) 31/8 28/2 1/1-30/6 1/7-31/12 Yes Grants Accountant   ARC Large Grants (Global Funding Acquittance)   1/1-31/12   Director, Financial Services Approval to carry forward uncommitted funds as at 31 December will be sought by 31 December. Any approved carry forward will only apply for 12 months. ARC Collaborative Grants (Global Funding Acquittance)   1/1-31/12   Director, Financial Services Approval to carry forward uncommitted funds as at 31 December will be sought by 31 December. Any approved carry forward will only apply for 12 months. ARC Small Grants (Global Funding Acquittance)       Director, Financial Services Approval to carry forward uncommitted funds as at 31 December will be sought by 31 December. Any approved carry forward will only apply for 12 months. ARC Fellowships (Global Funding Acquittance)   1/1-31/12   Director, Financial Services   ARC Fellowships (Individual Grant Acquittance)   1/1-31/12 No Grants Accountant   Special Research Centres (Global Funding Acquittance)   1/1-31/12   Director, Financial Services   Special Research Centres (Individual Grant Acquittance)   1/1-31/12 No Grants Finance Staff   Key Centres of Teaching and Research (Global Funding Acquittance)   1/1-31/12   Director, Financial Services   Key Centres of Teaching and Research (Individual Grant Acquittance)   1/1-31/12 No Grants Finance Staff   Gastroenterological Foundation 31/1 1/1-31/12 No Grants Finance Staff Funds not committed by the end of February in the year following the period for which funds were made available may be carried over into the next grant year, provided that the amount of the carry over does not exceed 5% of the annual grant. The ability to carry over funds without approval does not apply to the final of the grant. National Heart Foundation 15/3 1/1-31/12 Yes Grants Finance Staff Any unexpended balance as at 31 December of the preceding year will be returned to the Foundation by 31 March. Unused funds may not be expended in subsequent years. National SIDS Council   1/1-30/6 1/7-31/12 No Grants Finance Staff