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 NHMRC website on the same day they are announced by the Minister for Health. Research Development and Support 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 NHMRC conditions, as well as a grant acceptance form, which will need to be completed and returned to Research Development and Support.
The NHMRC Funding Agreement, the relevant scheme Funding Rules and the Schedule for your grant outline the responsibilities of the NHMRC, the University and Chief Investigators, including details relating to the payment and use of funding, specified personnel, reporting requirements and termination of the grant.
As a 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.
You can obtain a copy of the NHMRC Funding Agreement from the NHMRC website here.
It is important that all appropriate approvals and clearances, together with an agreement with external collaborators where relevant, are in place.
Research Development and Support (RDS) is the only source of authorisation for the release of research funds and this will only be given once RDS 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 reporting requirements for your individual project are outlined in the NHMRC Funding Agreement and Funding Rules. As the lead Chief Investigator (CIA), you are responsible for ensuring that the reporting requirements for your project are met. Failure to comply with the reporting requirements will impact your future eligibility for NHMRC funding.
Reporting requirements for your project may include:
- Audited Financial Statements
- Annual RGMS CV update as part of progress reporting requirements
- Final Report
Detailed information on how to prepare and submit financial, and meet reporting requirements is available on the NHMRC website. Please note that any financial reports must be submitted via the Grants Finance Office.
Over the duration of the project circumstances may change and it may become necessary for Chief Investigator A to request changes to the approved funding proposal. In the event that this occurs, a Grantee Variation request must be submitted to NHMRC via RGMS. Requests must be submitted in advance, as retrospective requests are generally not approved.
NHMRC have developed a Grantee Variation Policy to articulate NHMRC’s policy position on grantee variations. This Policy takes effect on 1 July 2015.
Advice also been developed that details the factors that NHMRC will consider when deciding whether a grantee variation request is approved or declined under the Grantee Variations Policy. Please refer to:
This advice states that, except in Exceptional Circumstances:
- the maximum deferral period for defer commencement dates is up to 12 calendar months from the original commencement date.
- the maximum extend end date variation allowed for all schemes is up to 12 months via one or multiple extend grant duration requests.
- and for family related reasons including the birth and care of children, the maximum defer/suspend in progress and extended leave request variation allowed for all schemes is up to 12 months per grant or Funding Period (see scheme specific Funding Rules for exceptions).
For information on the requirements for each variation type request, please see Grantee Variations Processes – from 1 July 2015.
The Grantee Variation Policy – Applicability Matrix summarises which grantee variations are available for each funding scheme.
Researchers should not approach NHMRC for advice on how to manage variations but should contact their RAO instead.
Over the duration of a 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, a Grantee Variation request will need to be submitted to NHMRC via the Research Grants Management System (RGMS). Further information on the Grantee Variation process is available on the NHMRC website here.