While grant offers refer to individual researchers and projects, research funds are legally awarded to the University and grants can only be formally accepted by the delegated authority of the University.
Funding outcomes are published on the ARC website on the same day they are announced by the Minister for Education. Research Development and Support (RDS) will provide awardees with acceptance paper work as soon as possible, following the publication of funding round outcomes.
The lead investigator will receive an acceptance pack, which includes a letter of offer detailing any special ARC conditions, as well as a grant acceptance form, which will need to be completed and returned to the RDS.
The Funding Agreement outlines the responsibilities of all parties (the administering organisation, the ARC, the Chief Investigators and Partner Investigators), including payment of funding, use of funding, specified personnel, transfers, audit and monitoring, reporting requirements and termination of the agreement. As Chief Investigator you are responsible for ensuring that the research funds are expended in accordance with the terms and conditions of your grant, and that all reporting requirements are met.
There are different Funding Agreements for each ARC scheme and grant round. You can view or download a copy of your Funding Agreement on the ARC website here.
An agreement with collaborators, if required, and all necessary all necessary ethics and other approvals must be in place prior to the commencement of a project. Research Development and Support (RDS) is the only source of authorisation for the release of research funds and this will only be given once the Office is satisfied that all internal and external requirements have been met.
The Grants Finance Office is responsible for the financial administration of all research grants, special purpose funds and consulting funds, including:
- Establishing accounts
- Loading budgets where applicable
- Raising invoices for grant income
- Authorising funding for staff appointments
- Preparing financial statements
- Assisting with policy/ procedure queries
- Monitoring overdrawn accounts
- Liaison with external funding bodies
For further information on any of the above or to obtain contact details please visit the Grants Finance Office website.
The ARC reporting requirements for your individual project are outlined in the relevant Funding Agreement. As Chief Investigator, you are responsible for ensuring that the reporting requirements for your project are met. Failure to comply with the reporting requirements may result in payment of further installments of any funded project being withheld by the ARC until the appropriate reports have been received and assessed as satisfactory.
Reporting requirements for your project may include:
- Final Reports
- End of Year and Progress Reports
- Audited Financial Statements
- Annual Reports
- Partner Organisation Agreed Contribution Report
Variations to grants administered by the University must be submitted to the ARC through Research Development and Support (RDS). The ARC will not accept variations sent to them by individual researchers or department / college staff.
Over the duration of the project circumstances may change and a Variation of the Funding Agreement (VFA) may become necessary. In this event, the Chief Investigators should seek advice from Research Development and Support who will:
- Provide advice regarding compliance with the Funding Agreement
- Liaise with the ARC regarding post award queries
- Provide a letter of support for the variation from Flinders University
- Certify the Variation Form
- Send the variation request to the ARC
- Notify the researcher of the outcome
- Notify relevant University department staff / Finance and Planning
Please note that while the RDS can assist with the administration of Variations of the Funding Agreement, approval is at the discretion of the ARC.
Transfers of grants administered by the University must submitted to ARC through Research Development and Support (RDS). The ARC will not accept transfers sent to them by individual researchers or department / college staff.
Over the duration of the project, circumstances may change which necessitate the transfer of the research grant to a different Administering Organisation, such as in the event that a researcher:
- ceases to work at the University and seeks to transfer a research grant and / or equipment and materials obtained for the purpose of prosecuting the research to a new institution; or
- receives grant funds administered by another institution or requests that grant funds or equipment be transferred from the University to another institution to support activities associated with the grant.
In the event that it is deemed necessary for a researcher to transfer a research grant to a different Administering Organisation, the Chief Investigators should seek advice from Research Development and Support.
Further resources you may find useful…