Managing your funding

Anyone who has been awarded funds should be familiar with the general Research Portfolio guidance below, the funding body's Funding Rules and any scheme-specific rules. We have also provided tips for using your funding.

The rules - which vary from year to year - that apply to your particular award are those published for the scheme in the year it was commenced. They will be titled appropriately (e.g. Project Grants Award Funding Rules for funding commencing in 2013)

See key information for these programs via left menu: ARC; NHMRC; University of Sydney.

General guidelines

Ethics/Biosafety approval processes

It is your responsibility as Chief Investigator to ensure that no research that requires ethics and/or other clearances is commenced until such clearances are obtained.
Refer to the Research Support Ethics pages for details regarding Ethics/Biosafety approval processes. Please ensure your RIMS Project ID is quoted in the protocol form when requesting ethics and/or other clearances.

We will accept non-University of Sydney ethics and Biosafety approvals. When submitting approval from another Committee, the protocol must be accompanied by Notification of Non-University Approval and must be signed by the Chief Investigator and the Head of School or appropriate delegated authority.

Are other institutions involved? Projects involving named-investigators from other institutions cannot commence until the University of Sydney and all collaborating institutions have entered into a written agreement which addresses the role of each institution on the project and any funds to be transferred.
Sub-contracts are required when funds will be transferred to an MRI.
Research Grants and Contracts Unit will prepare Multi-institutional Agreements (MIA) and MRI sub-contracts when they are required and will circulate and arrange for all the relevant signatures.
Research data management Any research data generated during the life of the grant must be stored, managed and backed up. All research data generated is required to be stored for a minimum of 7 years from the end of the grant. See the Research Support information about managing your research data lease pages.
Campus infrastructure Contact Campus Infrastructure Services (x13303) if you need advice or assistance or have particular requirements regarding campus infrastructure or facilities in undertaking your project.
Purchasing Contact Strategic Procurement (x12724) to obtain support and advice on how to proceed with procurement of any equipment in compliance with University policy.
Intellectual Property Contact the Research Portfolio, Commercial Development and Industry Partnerships (x14000) if you require any advice regarding intellectual property notification, protection or management.
New staff member wanting to transfer? If you are a new staff member and are transferring grants into the University from another institution please contact Research Grants and Contracts who will help you with the process of transferring grants.

Tips for using your funds

  • Have an appropriate budget/forecast loaded into the finance system
  • Use funding in accordance with the conditions of your award
  • Use funding within the time frame allowed by the grant conditions
  • Use funding from the correct project
    This saves having to transfer expenditure to other accounts at a later time.
  • Don't use "old accounts" for other purposes after the original grant has expired
    After all funding has been used in accordance with your grant conditions or contract, arrange for your finance/admin staff to "inactivate" the project as soon as possible. In the case of surplus funding, arrange for your finance/admin staff to return the unspent monies to the granting body and then "inactivate" the project.