NHMRC reporting information for University of Newcastle Researchers

Research Advantage

NHMRC Reporting

The reporting requirements for your individual project are outlined in the NHMRC Funding Agreement and Funding Rules. The Chief Investigator (CIA) is responsible for ensuring that the reporting requirements for your project are met. Failure to comply with the reporting requirements will impact all listed Chief Investigators (CIs) future eligibility for NHMRC funding.

Financial Reporting

Administering Institutions are required to submit an annual Financial Statement and a final year Financial Statement (Acquittal Statement) for each grant. This process is managed by the Project and Research Accountant team in collaboration with the CIA.

Unspent funds and Extensions to the Funding Period
In the final year of the Grant
If it is anticipated that there will be unspent funds at the end of the approved Funding Period, a grantee variation to extend grant duration must be submitted BEFORE the end date of the grant. Late extension requests are unlikely to be approved. It is recommended that all CIs are advised of the extend grant duration application as an extension may result in compliance/eligibility issues for future grant application rounds.

In other than the final year of the Grant
The revised Funding Agreement, effective 1 January 2014, removed the requirement for CIA Justification for carrying forward greater than 25% of the annual available funds.

NHMRC financial statements due after 1 January 2014 do not require CIA justification for the carry forward of funds; unless it is the final year of the grant, then the extend grant duration request must be submitted.

Progress Reports

CIs and Fellows are expected to update their RGMS CV on an annual basis (end of June each year), including linking outputs and outcomes to the relevant NHMRC grant ID.

Grantee Variations requests are now part of progress reporting.

Grantee Variations

Over the duration of the project circumstances may change and it may become necessary for the CIA to request changes to the approved funding proposal. In the event that this occurs, a request must be submitted to NHMRC via RGMS. Requests must be submitted in advance, as retrospective requests are generally not approved.

NHMRC have developed a Grantee Variation Policy to articulate NHMRC’s policy position on grantee variations.

Advice also been developed that details the factors that NHMRC will consider when deciding whether a grantee variation request is approved or declined under the Grantee Variations Policy.

Please refer to:
Advice when seeking NHMRC approval for a grantee variation from 1 July 2015.

This advice states that, except in Exceptional Circumstances:

  • the maximum deferral period for defer commencement dates is up to 12 calendar months from the original commencement date.
  • the maximum extend end date variation allowed for all schemes is up to 12 months via one or multiple extend grant duration requests.
  • and for family related reasons including the birth and care of children, the maximum defer/suspend in progress and extended leave request variation allowed for all schemes is up to 12 months per grant or Funding Period (see scheme specific Funding Rules for exceptions).

For information on the requirements for each variation type request, please see Grantee Variations Processes – from 1 July 2015.

The Grantee Variation Policy – Applicability Matrix summarises which grantee variations are available for each funding scheme.

Final Reports

A Final Report must be completed within six months of completion of the Funding Period or termination of the award. The report includes:

  • the completion of Final Report - Achievements and Expected Future Outcomes Summary within RGMS; and
  • updating the RGMS CV by linking the relevant research outputs and outcomes to grant(s)

Any research outputs associated with the grant which the Final Report relates to, including publications and patents, must be recorded in the RGMS Profile and CV section and linked to the grant which the final report is for, prior to the submission of the report.

Reporting requirements for the different funding schemes are outlined on the NHMRC website.

RGMS User Guide – Grant Administration

The RGMS User Guide – Grant Administration is available to assist with meeting scientific reporting requirement through RGMS. The user guide is located at RGMS Training Program.

For Assistance
Researchers should not approach NHMRC directly for advice but should contact their Research Office instead.