Manage Your Funding
Authority to Accept External Funding
Researcher are not permitted to sign grant acceptances on behalf of the University, only the Pro Vice Chancellor Research and approved delegates have the authority to accept research grants or fellowships and to accept conditions of award on behalf of the University.
Contracts & Agreements
Written and signed arrangements and understandings are common in research projects which involve a research team, an external collaboration and/or a funding organisation. Although a funding offer will normally refer to a chief investigator and a specific project, research funds are legally awarded to the University. The University’s Legal Counsel advises on what may be required.
Templates for different types of Research Agreements are available. More information is available in Notre Dame’s policy on Staff Research Grants and Contracts Application and Management and from the Research Office.
Notre Dame is required to comply with the requirement by the Defence Trade Controls Act 2012 to seek permission for the transfer or supply of controlled goods and technologies to others overseas. More information is provided on the Notre Dame Research website under Institutional Compliance. Compliance with the Defence Trade Controls Act 2012 is a condition for receipt of research funding by the Australian Research Council (ARC).
After the funding agreement is finalised and signed by all the participating parties, the Finance Office will be requested by the Research Office to create a Project ID and invoice the funder for the granted research funds. The project code will be send to the project chief investigator or project manager, who in turn will need to provide the contact details of the funder to the Finance Office for invoicing.
During the funding period the Finance Office will undertake project costing on a monthly basis and inform the chief investigator with transaction statements accordingly. A new model of project costing will soon become available in PeopleSoft, which will allow transaction statements to be provided to researchers upon request when needed.
The spending of funds on purchases requires the chief investigator to liaise with admin at his/her Department or School with access to the option to create a requisition of purchase in PeopleSoft. You will need to provide the Project ID and the details of the goods/services and your preferred supplier. The request of purchase can then be reviewed by the Finance Office, who will provide you with a purchase order upon approval. The order is now ready to be finalised by your admin staff.
Likewise receipts of payments can be generated in PeopleSoft when needed.
To understand this stepwise process, an informative training session for researchers and admin staff on the management of research funds can be found on Blackboard under ‘Finance’. Following the recommended process will prevent any unnecessary delays.
Currently, relevant forms are available for researchers to request reimbursement of payments made, travel expenses, other expenditure and authorisation-related documents. These forms will soon be replaced by intrinsic PeopleSoft processes covering all sorts of research-related cost requests. When available, training sessions will again be made available on Blackboard.
Reporting of Research Funding
Notre Dame is required to comply with governmental reporting policies to document research funding and research output generated with this funding.
The outcome of all submitted research grant applications must be reported to the Research Office and updated on IRMA, regardless of whether the grant applications were successful or not.
IRMA is the University’s research information management system. IRMA enables staff to submit funding applications and track the progress of grants and contracts. IRMA also provides a reporting facility and can be accessed with a University ID and password.
The Australian and New Zealand Standard Research Classification (ANZSRC) for research reporting is jointly produced by the Australian Bureau of Statistics (ABS) and Statistics New Zealand (Statistics NZ). ANZSRC is the collective name for a set of related classifications developed for use in the measurement and analysis of research and experimental development (R&D) undertaken in Australia and New Zealand. The classifications included Fields of Research (FoR) and Socio-economic Objective (SEO).
Reporting on Australian external research funding categories for Higher Education Research Data Collection (HERDC) cover annual research income data of the University. This is important for the determination of the magnitude of financial support by the Australian Government for support of research and research training. The latest information on HERDC Specifications to guide the collection of last year’s research income data is available.
In terms of financial management, there is no default procedure in place at Notre Dame for the closure of a research project. A Project ID can remain in place depending on the availability of remaining funds and/or requirements by the funder. The need for closure of a specific project account is determined by the Finance Office on a case-by-case basis.