Information regarding TechnologyOne Financials for University of Newcastle Researchers

Research Advantage

Research Financial System (RFS)

Research Services, Financial Services, Human Resources and IT Services have been collaborating to provide researchers and support staff with a financial management solution known as the Research Financial System (RFS).  It will enable heads of school/faculty, researchers and support staff to view allocated budgets, commitments and expenditure for the full life of their research projects via an easy to use dashboard.

Want to know more? Attend one of our RFS Information Sessions by subscribing via DISCOVER click here…..

Date/Time (2016) Location Target Audience
17th Nov 2:00 pm - 3.00pm Callaghan - Advanced Technology Building ATC210
VC Links to:
Ourimbah: IRC113
Orange: Room B
HMRI:  Moss room
Tamworth: G10
Research Financial Officers
1st Dec 2:00pm - 3:00pm Callaghan - Hunter Building HB15 All Staff
5th Dec 1:30pm – 2:30pm HMRI - Caves Theatre All Staff
6th Dec 10:30am – 11:30 Callaghan - Hunter Building HB15 All Staff

PLEASE NOTE: A schedule of training sessions available from January 2017 onwards, sign up to attend one of these training sessions via DISCOVER


RFS collates information from the Research Services database (RIMS) and the UON finance system (TechnologyOne) into one place so that researchers can view the allocated budgets, expenditure and commitments for all their research projects. The key changes and benefits are:

  • Cost Collectors (10.8xxxx) will be replaced by the Grant Number (G1xxxxxx). The Grant Number is assigned by the Research Office at the time of application submission or upon establishment of the grant. The grant number will now be the account number for funded research grants and is used for staff appointments, scholarships, within Fraedom for assigning credit card charges and for TechnologyOne Purchase Orders.
  • Researchers can view existing G numbers on their UON web profile under the ‘Grants and Funding’ tab and then clicking on the relevant project.
  • RFS will show budgets at category level (personnel, travel, consumables etc.) which align to the awarded budgets such as ARC, NHMRC budget;
  • RFS will show multiyear commitments and details of staff appointments;
  • All UON researchers named on a research grant will have access to view the grant in RFS;
  • Researchers can give access to a Professional Staff member by listing them on the Grant Establishment Form when establishing the grant.


  • Historical audit issues have resulted in UON needing to improve financial controls to ensure that we are compliant with Funding Body rules.
  • Provide a collaborative, user friendly & accurate solution to view for the project life of a Grant the $ Balances available to be expended by:
    o Researchers & Head of Schools for decision making,
    o Professional staff in administration tasks,
    o Faculty Heads to monitor Financial performance; and
    o Research, Financial & Human Resource Services staff in providing support.


  • RFS will be available from 5th January 2017


  • RFS training sessions will be available from January 2017 via DISCOVER click here…..
  • A post training support line will be available to assist with your queries
  • To access RFS you must be a registered TechnologyOne user. To gain this access please complete the TechnologyOne User Registration Form and submit it to your School.

If you have any queries or concerns please contact the RFS Project Manager Peter Hanlan via email: or call 02 498 54374 (ext. 54374)