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Internal Cash Co-Contributions Process Changes

Accounting Services have commenced the roll-out of a new process for compulsory internal cash co-contributions towards externally funded research agreements. The changes are to help streamline the current reimbursement process, and give greater visibility of remaining funds to chief investigators.

A compulsory co-investment is defined as any compulsory University committed co-contribution towards Tied Funds as detailed within a legally binding agreement between the University and one or more other external parties, to provide funding for a specified project or purpose, as defined in the Tied Research Funds Policy.

The key responsibilities are summarised in the table below:

Responsibility Application Award Financial Set Up Life of Grant / Contract Closure
Research Services

Finalise application / seek internal approvals

Record applied contributions in source system

Store documentation in HPE-CM

Finalise agreement

Record actual contributions in source system

Store documentation in HPE-CM

Close contract in source system & HPE-CM

Research & Management Accounting

Create new 17 project

Set up life of grant/contract amount by funding source

Set up yearly milestones by amount and funding source

Provide details of new project code to CI and Faculty / Division Finance

Transfer funds to 17 project code(s) based on commencement date / annual anniversary date

Clear surplus funds / deficit

Close 17 project code

Division / Faculty Finance Self serve via BI report Self serve via BI report

Self serve via BI report

Journal expenses not allocated correctly at source

Advise 18 project code to clear residual surplus or project code to clear deficit
Chief Investigator / Project Manager Obtain approvals for internal cash co-contributions View project in ORBIT

View project balances in ORBIT

Frequently Asked Questions

  • What are the key changes to the compulsory internal cash co-contribution process? 

    The key changes are as follows:

    • Internal cash co-contributions will be managed from “17” fund code projects (i.e. project codes commencing with “17”) in a single cost centre only (unless otherwise agreed for collaborative projects)
    • Internal cash co-contributions will be provided up-front annually (on commencement date and annually thereafter).
      • Example: Agreement for a two year period commencing 15 July 2019 for a co-investment of $50,000 in the first year and $100,000 in the second year.

        - Discretionary funding of $50,000 will be transferred in July 2019 for the 2019 funding year

        - Discretionary funding of $100,000 will be transferred in July 2020 for the 2020 funding year

    • Balances of 2019 and pre-2019 cash co-contributions will be transferred to the new “17” fund code projects in 2019.
    • Unspent funds at the end of the calendar year will automatically roll over into the following year for expenditure (no requests for deferred expenditure will be required)
    • Unspent internal cash co-contributions will be managed in the same manner as unspent Tied Funds in accordance with the Tied Research Funds Policy and the Research Grants, Contracts and Consultancies Policy. Project deficits are the responsibility of the Chief Investigator
    • Deficits are to be paid using residual research funds in the first instance. Where there are no residual research funds available, repayment of the deficit should be negotiated with the Head of School.
  • What does the change in process mean to a Chief Investigator?

    New Projects

    • An email notification will be sent to Chief Investigators informing them of the newly created project code to be used for expenditure of internal cash co-contributions
    • Internal cash co-contributions for year 1 of the grant will be transferred as soon as possible after commencement date
      • If applicable, internal cash co-contributions for subsequent years will be transferred annually on the anniversary date of the first year transfer
      • Example: Agreement for a two year period commencing 15 July 2019 for a co-investment of $50,000 in the first year and $100,000 in the second year.

        - Discretionary funding of $50,000 will be transferred in July 2019 for the 2019 funding year

        - Discretionary funding of $100,000 will be transferred in July 2020 for the 2020 funding year

    • Unspent funds at the end of the calendar year will automatically roll over into the following year for expenditure (no requests for deferred expenditure will be required)
    • Any unspent internal cash co-contributions at the end of the grant term will be managed in the same manner as unspent Tied Funds in accordance with the Tied Research Funds Policy and the Research Grants, Contracts and Consultancies Policy.

    Existing Projects

    • An email notification will be received when an existing internal funds project code has been closed and a new (17) project code re-issued for expenditure of internal funds
    • Balances of 2019 and pre-2019 cash co-contributions will be transferred to the new “17” fund code projects in 2019
    • Unspent funds at the end of the calendar year will automatically roll over into the following year for expenditure (no requests for deferred expenditure will be required)
    • Unspent internal cash co-contributions at the end of contract / grant will be transferred to a Residual Tied Funds Project in accordance with the Tied Research Funds Policy and the Research Grants, Contracts and Consultancies Policy.
  • What happens if I already have a project code for my internal cash co-contributions?

    Existing project codes for internal cash co-contributions will be closed with balances transferred to the newly created “17” project code.

    Chief investigators will be notified via email where an existing internal cash co-contribution project code has been closed and replaced with a new “17” project.

  • How do I know when cash co-contributions are due to be transferred?

    As a general assumption the year 1 transfer will occur as soon as possible after commencement of the award. You will be able to find the commencement date in the ORBIT General Details tab. Subsequent transfers are due annually on the anniversary of the start date.

    A new Internal Contribution Report has been developed in Cognos Business Intelligence to provide further information. This report is available to Faculty / Division Finance staff.

    Work is currently underway to enhance the availability of information from PeopleSoft Grants and Contracts to researchers via ORBIT. Information on internal milestones is expected to be included in a future ORBIT enhancement release. Further details will be provided at a later date.

  • What if I have queries about my internal cash co-contributions? 

    Queries regarding internal cash co-contributions should be directed to the Research Accounting team at finresearch@adelaide.edu.au

Guidelines


Key Contacts

This document provides an overview of contact points for research accounting processes and queries.