NHMRC CI Workshop Chelsea Katsikitis Manager, Research Accounting Financial Services

NHMRC CI Workshop Chelsea Katsikitis Manager, Research Accounting Financial Services

Financial Management of NHMRC Grants Research Accounting what we do and our role in NHMRC grant management Direct Research Costs (DRCs) Travel Costs Conference Costs Responsibilities/Expectations of CIs Acquittals and Carry Forwards Research Accounting Contact Details University of Adelaide 2

Research Accounting What We Do Research Reporting Compilation of HERDC income data Calculation of research support funding to be distributed to Affiliate Organisations Monitoring compliance with funding agreements Provision of income data and FOR codes for ERA & ABS Project Specific Project code creation Invoicing Processing collaborator & subcontractor payments Annual Financial Statements & Acquittals Queries University of Adelaide 3

Research Accounting s Role in NHMRC Grant Management Project Code Creation - Only when ethics approval obtained - Generally one code per grant (some exceptions apply) - Notification of code creation e-mailed to School Finance Officer and CIA Receipt NHMRC funds - Received monthly - Distributed to projects according to NHMRC payment advice Distribute funds to Affiliated Organisations, Collaborators & Subcontractors Prepare and submit acquittals by 30 April - Reviewed by School Finance Officer and CIA - CIA to certify that the funds have been spent in accordance with the agreement and on the approved research objectives University of Adelaide 4

NHMRC Direct Research Costs Guidelines NHMRC made changes to their direct cost guidelines which took effect from 1 January 2014. Funding provided by NHMRC for a Research Activity may be spent on a cost incurred in relation to that Research Activity that satisfies all of the following requirements: The cost must be integral to achieving the objectives and outcomes of the Research Activity as set out in the Application for Funding for that Research Activity, as approved by NHMRC; The cost must be directly related to the grant proposal as set out in the Application for Funding for that Research Activity, as approved by NHMRC; and The cost must not be for a facility or an administrative cost that would be provided by an institution in the normal course of undertaking and supporting health and medical research. University of Adelaide 5

Travel Costs Travel costs are only DRCs for a Research Activity, such as field work, research collaborations or for use of facilities in other countries, if the travel costs are directly related to the approved research objectives of that Research Activity. Airline membership, health insurance and travel insurance are generally not considered to be DRCs. All travel, accommodation, meals and incidentals must be in accordance with the relevant travel policies and procedures of the Administering Institution. Restaurant meals, alcohol and other hospitality are generally not direct research costs University of Adelaide 6

Conference Costs Conference costs are only DRCs for a Research Activity if the conference and related travel costs are directly related to the approved research objectives for that Research Activity and attendance at the conference is for the purpose of presenting the outcomes of that Research Activity. University of Adelaide 7

Responsibilities/Expectations of Chief Investigators Manage the project within the budget approved by NHMRC Spend funds only for the purpose of conducting the project Ensure the costs are allowable Ensure eligible costs are charged to grants in a timely manner Review expenditure regularly University of Adelaide 8

ORBIT Project Reporting University of Adelaide 9

Acquittals and Carry Forwards Dates to Remember 31 December 2015 Carry forward requests for final year projects Constitutes variation to grant Request submitted by CIA on RGMS 30 April 2016 Annual financial statements The first acquittal for grants/fellowships commencing in 2016 will be due in April 2017. University of Adelaide 10

Acquittals and Carry Forwards (Continued) Acquittals prepared according to expenditure in PeopleSoft Research Accounting review acquittal non-allowable expenditure will be queried Email acquittal to School Finance Officer with cc to CIA School & CIA to review expenditure for accuracy and completeness CIA to certify that funds have been spent in accordance with the agreement Any unspent funds on completion of the project must be returned Spikes in expenditure in final year will be investigated by NHMRC Non-compliance may result in NHMRC suspending funding University of Adelaide 11

Research Accounting Contact research.accountant@adelaide.edu.au University of Adelaide 12