Staff Support Account (Bridging Accounts)

Staff Support Accounts (previously called Bridging Accounts) are governed by the Project and Consultancy Revenue Procedure. Specifically, the use of funds in a Staff Support Account are governed by Section H of the Procedure.

It is essential that it is understood that Staff Support Account within the Research Financial System (RFS) are owned by the University and made available to a researcher for University of Newcastle research purposes. They provide researchers with the means to fund and incur research-related expenditure that are not able to be attributed to an active research project, or for periods when they have no or limited research funding. Staff Support Accounts may also be held as cost collectors where the source is not research fund related balances.  These accounts are included in the Procedure and may be applied for approved non research purposes as well.

Use of funds in a Staff Support Account

Expenditure of funds from a Staff Support Account are subject to the application of any relevant University policies and procedures and the University delegations of authority. Typical uses of funds are outlined in the Project and Consultancy Revenue Procedure.

Non-allowable expenditure is also outlined in the Procedure and includes that the funds cannot be used for:

  • private expenditure;
  • payment of ex-gratia, bonus or other supplementary remuneration benefit;
  • transfer of funds to another institution;
  • any expense that creates a commitment into future years or is greater than the balance of the staff support account at the time the commitment is made. For example but not limited to:
    • purchase of capital;
    • employment of continuing staff;
    • multi year service contracts;
    • HDR stipends except where the commitment is guaranteed by the Deputy Vice-Chancellor (Research and Innovation) or the PVC of College from operating or other funds under their administration.

Expenses charged to the Staff Supporter Account in RFS may not be subsequently reallocated to another account, including a research project account. That is, once expenses are allocated to Staff Support Account they will remain in the account and may not be transferred (journaled) elsewhere. This approach is in accordance with typical research grant rules and is to minimise the administrative cost while maximising assistance to the researcher.

Please note that Staff Support Accounts in RFS will be periodically audited to ensure expenditure is in line with the above conditions.

Under the Project and Consultancy Revenue Procedure, a report of Staff Support Account balances will be provided on a periodic basis to the PVC of College or DVC of Division as applicable as part of the financial reporting pack.

Term and value of Staff Support Accounts

In accordance with the Project and Consultancy Revenue Procedure contract surplus can be transferred into a Staff Support Account up to a balance of $50,000 in the account. Any amount that causes the Staff Support Account to exceed $50,000 requires a strategy approved by the PVC for the application of funds which may be over more than one year.

All Staff Support Accounts will be established in RFS with an end date of 31 December of the current year. Remaining funds in a Staff Support Account may be rolled forward at the end of each year subject to confirmation that the staff member has:

  • $50,000 or less in their Staff Support Account or, if the balance is greater than $50,000 then the staff member must have an approved strategy for utilising the funds agreed with the PVC;
  • no accounts in deficit or contained debts agreed greater than 90 days for which they are the CI or responsible officer;
  • met other core teaching and research accountabilities as well as the consultancy or contract work;
  • has delivered on any existing strategies for the application of funds.