Research Accounting review and approve GLC requests for S, Q and Discretionary Q funds, Advancement Services review and approve GLC requests for D funds and SRLI review and approve all other GLC requests.
Management of Discretionary Q General Ledger Codes
If funds are received with no formal contract or agreement, the funds will be held in a discretionary Q fund.
To create a discretionary Q fund, the requester must provide a reason justifying the purpose of the fund including why the fund is required and what the funds will be used for. The project type is required to be entered along with the life of the project and expected income.
A budget must be provided along with the information required above to be sent to the Delegated Authority (in the D3 delegation band or higher) who endorses the request prior to it being approved by Research Accounting.
Establishment of ARIES Record and Milestone Management
The procedure for the Establishment of ARIES Record and Milestone Management outlines the requirements roles and responsibilities of establishing an ARIES record and the management of ARIES milestones, between the local area and Research Accounting.
GLC Request eForm Exception Processes
GLCs without 4-Digit Project Codes
The project code character limit is set to four for GLC requests using the eForm. In exceptional circumstances, project codes of five or more characters can be requested via RFA with an appropriate justification.
For closure of existing GLC’s with more than 4-digits that cannot be facilitated through the eForm, Colleges will need to send a Closure request to the Research Accounting team on firstname.lastname@example.org
ARC & NHMRC Closure Procedures by Research Accounting
The closure of ending ARC and NHMRC accounts will be completed by RFA during the EOY acquittal process. Once final financial acquittals have been submitted to the ARC and NHMRC, the closure of ES and ARIES records will be completed without the need for requests to be made by colleges. Projects which have balances yet to be returned will be inactivated and held until the final acquittals are accepted by the funding bodies and/or an invoice is received. Projects with overspent balances will need to have these cleared by the Colleges before closure.
For the closure of projects with more than five associated subprojects, or if the user would like several accounts closed, a bulk closure request can be forwarded to RFA as an alternative to multiple separate eForms. The spreadsheet below (Bulk GLC Closures.xls) should be completed for each of the General Ledger Codes (GLCs) to be closed, and the appropriate ARIES record should be identified (if applicable). The form can also be used in bulk requests for temporary GLC inactivations to halt expenditure.
For GLC closures, any remaining balance must be cleared, and ARIES milestones must be marked as complete prior to sending the request. If milestones relating to research reports or other non-financial responsibilities are yet to be completed, the GLC will be inactivated and the project closure will be labelled pending until all milestones are satisfied.
Unspent Funds Process
Projects with unspent balance after completion and final statement certification remain with the Colleges until this balance has been dealt with appropriately. Unspent balances yet to be returned to the funds provider can be held either within the project account or transferred elsewhere until an invoice is received. Project GLCs can be closed via eForms only once this balance has been removed.
Overspent Funds Process
Projects which have overspent balances, after certification, must have these cleared by the Colleges before eForms are submitted for the closure of the account.