ARC & NHMRC End of Year Reporting Special Purpose Funds

1. ARC & NHMRCEnd of Year ReportingSpecial Purpose Funds 14 January 2013

2. Australian Research Council (ARC) The ARC End of Year (EoY) Report – • separate spreadsheet for each ARC scheme • collects financial information related to ARC funding only • funding received during the 2012 calendar year • reconciles against the ARC’s financial system • Due on 31st March, 2013 • 2011 Future Fellows EOY

3. Australian Research Council (ARC) • Scheme reports cannot be finalised by SPF and forwarded to RSD until ALL statements below have been returned. • This year there are 740 statements (685 in 2011 and 620 in 2010) • Some of above are not reported to ARC: • Externally-led project – report to Administering Organisation • Where balance of projects are NON-ARC funds (e.g. Linkage project)

4. National Health and Medical Research Council (NHMRC) • For each individually funded project, administering organisations are required to submit: • Annual Financial Statement (interim financial statement) • Financial Acquittal (final financial statement) • Both use the same reporting template - Individual template will be retained on the official file

5. National Health and Medical Research Council (NHMRC) Different due dates: • 31st March, 2013 for annual financial statement • 30th June, 2013 for financial acquittal • This year there are 121statements (165 in 2011 and 121 in 2010) • Electronic lodgement for 2012 reporting year

6. Priority for processing statements • Externally-Led Projects • Statements are prepared and sent to college for review ahead of ANU-administered projects • Signed statements need to be sent to administering institution for inclusion in their annual ARC/NHMRC EoY report • NO carry forward letter required except where requested by administering institution

7. Priority for processing statements 2. ANU-administered Shared Projects SPF prepare consolidated statement once the signed statements are returned from colleges. Carry forward letter and NHMRC carry forward request form are both required. 3. ANU-administered Individually Funded Projects Carry forward letter (where appropriate) and NHMRC carry forward request form are both required.

8. SPF process • SPF downloads the statements as soon as all Year End journals have been processed (SMR & HR) - late January 2013 2011 Statement download • SPF staff members are each allocated statements by Business units • Each statement is reviewed as follows:

9. Items reviewed - • CI’s Name • Project End Date • Opening Balance equal to Closing Statement Balance of previous year • Income • Expenditure – against budget • Calculate Salary Shortfall where required • Determine Carryover Amount • Any reconciling journals required

10. Yes/No Coversheet • The statement due date and primary SPF contact officer will be noted on the Yes/No Coversheet • Please answer each question with due care • The more information you can provide us with the smoother the process will be • Question 3, the carryover code must match the carryover request letter (list of ARC codes attached to worksheet) • Please respond to any queries included by SPF at Question 8 (Additional Comments)

11. Items reviewed - Income • For externally-led project, income received must agree with amount in collaboration agreement. • SPF will seek clarification for any variation in amounts to the Agreement(s). • ARC Linkage Projects, LIEF & CoE • ARC Income • Industry Partner Income (where applicable) • Notional adjustment for unpaid invoice

12. ARC income accounts • 90xx accounts are for SPF use only For funds received from ARC • Income from any other institutions is to be coded to State Government income code, ie. 9996 • Or in the case of Industry Partners, relevant income code, eg. 9993

13. Items reviewed - Income • NHMRC Projects • NHMRC Income received every quarter • Interest Income

14. Items reviewed - Expenditure • The following applies to both ARC & NHMRC projects • Review the expenditure against budget / eligible expenditure as determined by funding bodies • If fellowship is attached, salary shortfall calculation required (prepared by SPF)

15. Items reviewed - Expenditure • Justification will be required for equipment purchased during last year of the project. • Clarification required for all 7XXX transactions.

16. Items reviewed – NHMRC Expenditure • Direct Research Costs • http://www.nhmrc.gov.au/_files_nhmrc/file/grants/admin/nhmrc_direct_research_costs_1209.pdf • Travel Costs • http://www.nhmrc.gov.au/grants/administering-grants/nhmrc-funding-agreement/use-nhmrc-project-grants-funds • Applies to Project & program grants • No more than one overseas trip per year • Web page details specific eligible & ineligible costs relating to the travel guidelines

17. Items reviewed – Expenditure - NHMRC • Notional adjustments when – • Offset interest income (9520) against interest expenditure (5805) • Offset 7XXX transactions against relevant expenditure • Statement balance will be reconciled to the Ledger balance after notional adjustments – reconciliation will appear at the bottom of the statement

18. SPF process • College responsible for reviewing & signing cover sheet for the statement & any written carry forward requests required: • Upload originals into ARIES before forwarding to SPF • Send pdfs only to SPF • When sending signed Yes/No as PDF, please send Yes/No only and any support documentation for changes required. Do not include statement and transactions in PDF (preserves trees)

19. Items reviewed - Carryover requests • Information required for carryover requests: • Project title • Project number • CI’s signature • Meaningful explanation (especially for R16 ‘Other’ on ARC projects) • Needs to be matched to content of progress report • Needs to match the carryover code recorded on the Yes/No cover sheet

20. Items reviewed - Carryover requests • ARC project - Instructions available on RSD website – https://researchservices.anu.edu.au/osr/projects/reporting-procedures/financial-reporting.php • NHMRC project – Template available on NHMRC website for grants which do not have a record within RGMS- http://www.nhmrc.gov.au/grants/administering-grants/financial-reporting • Otherwise, electronic submission is required – please provide a copy to SPF with signed Yes/No

21. Items reviewed - Carryover calculation • For ongoing ARC projects MINIMUM expenditure for 2012 is – • 25% of 2012 income (excluding Partner Income) AND • All of carry forward balance from previous year • Calculation will be generated on Yes/No Cover Sheet • Calculation will be hidden if written carry forward request is not required • 2011 Example

22. Carryover - Example

23. Items reviewed – Salary shortfall calculations • Calculations are prepared by SPF and included in statement sent to colleges • The calculation identifies the gap between salary costs funded by ARC/NHMRC and actual salary costs in the ledger • It also calculates the portion of salary funding required for carry forward where the Fellowship holder started after 1 Jan/1 Jul

24. Items reviewed – Salary shortfall calculations • College’s responsibility: • Double Check - • The Fellowship start date • Duration of any suspensions • Pay level of the fellowship • Process an ACTUAL journal for the salary gap and note the journal number on returned Yes/No statement • Sample shortfall 2011 • ANU report adjusted balance to ARC. Please note a written carryover request may be required after adjustment for salary shortfall

25. Salary shortfall - example

26. Linkage Projects and Centres of Excellence

27. End-of-Year Reporting - timeline • Monday 21/1/13 – Download reports • Friday 25/1/13 - Externally-led statements to Colleges – maximum of 1 week turnaround • Monday 4/2/13 – Externally-led statements returned from Colleges

28. End-of-Year Reporting – timeline continued • Friday 22/2/13 – Last day for balance of reports to Colleges – maximum of 2 week turnaround • Friday 8/3/13– Remaining statements returned from Colleges • Friday 22/3/13 – Completed ARC End-of-Year reports submitted to RSD for review • Thursday 28/3/13 - RSD submit ARC EOY electronic returns

29. Special Purpose Funds