Contact Contract and Grants Accounting if you have any questions about grants and funding. 

Add fund codes to an existing project

The process for adding fund codes for an existing project depends on the type of funding.

Type of funding Fund code range Process
Internal within the same faculty, institute or school
  • 297
  • 298
  • 299
Finance officer emails Contract and Grants Accounting to request fund codes be added.
Interfaculty funding - internal
  • 1XX
  • 2XX

Finance officer emails Contract and Grants Accounting to request fund codes be added.

Attach supporting documentation (email) from award centre (DVCR, DVCA, VA, etc).

External funding
  • 5XX
  • 6XX

Finance officer emails Contract and Grants Accounting:

Change the budget holder for a project

The process for changing the budget holder for a project depends on whether the change is permanent or temporary.

Permanent change: staff member is leaving the operational unit

Find the budget holder’s active projects

You can use budget holders for operational units and projects (XLS, 1.1MB) to find budget holders by operational unit or project.

Or you can use the UQ Reportal to find active projects for a particular budget holder:

  1. Log in to the UQ Reportal.
  2. Go to the Project Details, Research Statements and Invoices report (in Standard Reports > Finance > Projects).
  3. Filter the report to:
    • exclude ‘Final Close’ projects in the Project Status field
    • include only projects for the specified budget holder in the Project Manager field.
  4. Use the ‘Save report to my computer as’ function in the ‘Document’ menu to save the report as an Excel spreadsheet.

Request changes to the budget holder for those projects

  1. Complete a project change request form (DOC, 41KB) with approval from the head of your organisational unit, or get an email from the head of your organisational unit authorising the budget holder change.
  2. Attach a spreadsheet with the list of active projects to be changed.
  3. Email both documents to Contract and Grants Accounting.

Temporary change: staff member is going on leave

If a staff member is going on leave, you only need to change the budget holder for projects with current unapproved requisitions.

There are 2 ways you can do this:

  • the preferred way is for the staff member to nominate another UniFi user for workflow roles. Follow the instructions in the Workflow select an alternate user training
  • alternatively, the Head of School needs to email Contract and Grants Accounting authorising the budget holder change and providing brief details of the purchasing requisition that requires authorisation.

Temporary budget holder changes for pending requisitions will be processed the same day they’re received.

Don’t send a list of all projects belonging to a budget holder who’s gone on leave.

Research project invoicing, financial statements and reports

For enquiries about invoicing, and financial statements and reports for externally funded projects, use the email address for your organisational unit or topic.

Organisational unit or topic Email address
Business, Economics and Law (BEL)
Engineering, Architecture and Information Technology (EAIT)
Health and Behavioural Sciences (HABS)
Humanities and Social Sciences (HASS)
Central administration
Collaborator payments
ARC queries
NHMRC queries
Corpus queries

Creation of donation projects in UniFi

Projects in UniFi enable income and expenditure to be separately identified in the UniFi general ledger according to contractual obligations. Donation projects are required for the following purposes:

  • to ensure donor intent is met when the funding is provided for a specific purpose
  • to meet any reporting requirements - matching revenue to expenditure
  • to ensure it is recorded correctly in the project modue for the US GAAP categorisation.

For more information on setting up projects for donations, follow the Donation Project Flowchart (PDF, 167KB).

Audit requirements

If a grant requires audit certification, Contract and Grants Accounting complete financial statements and submit them to internal and external auditors.

Providing documentation before each audit streamlines the process and meet tight deadlines for preparing and submitting these financial statements.

Before an audit, your organisational unit must provide:

  • confirmation of all staff engaged on the project for the period of the financial statement, plus your workings to reconcile the time to the ledger costs
  • supporting documentation and explanations for each salary journal entry
  • supporting documentation, including adequate explanations and approvals (for example, an invoice) for each significant expenditure journal entry above materiality level (5% of total grant expenditure for the financial statement period)
  • details of all other in-kind expenditure (where applicable)
  • original grant budget, plus any subsequent amendments
  • statements reflecting the acquittal of collaborator payments for the period.

Confirmation of all staff engaged on the project

You must provide confirmation of all staff engaged on the project for the period of the financial statement, signed off by the chief investigator.

Use the:

You must detail:

  • total number of hours charged per casual employee
  • position costing profile, %FTE and duration engaged for each continuing academic and professional employee
  • in-kind amount paid (where applicable)
  • severance or other non-standard amounts charged to the grant.

The time confirmed by the chief investigator must reconcile to the actual salary expenditure costs (after salary journals) charged to the UniFi general ledger. Internal Audit will check this. You must provide any workings you use to reconcile these numbers.

Collaborative payments

Where collaborative payments are made in:

  • an interim grant period, you must provide statements from a senior accountant of the recipient, reflecting the acquittal of the collaborator payments for the period
  • the final grant period, you must provide statements signed off by the auditors of the recipient, reflecting the acquittal of funds for the total grant period.