Research Financial System (RFS)

RFS collates information from the Research Grants database (RIMS) and TechnologyOne into one easy to use dashboard within the UON finance system - TechnologyOne. This enables researchers, Heads of School, College PVCs and support staff to view the allocated budgets, expenditure and commitments for the full life of their research projects.

RFS was introduced as historical audit issues have resulted in UON needing to improve financial controls to ensure that we are compliant with Funding Body rules.

RFS Training and Guidance

Self-learning resources are available within Discover > TechnologyOne – Research Financial System.


Overview

  • In Jan 2017 Cost Collectors (10.8xxxx) were replaced by the Grant Number (G1xxxxxx). The Grant Number (G Number) is assigned by the Research Grants Office at the time of application submission or upon establishment of the grant. The Grant Number is the account number for funded research grants and is used for all research grant related expenses such as credit card charges, staff appointments and TechnologyOne Purchase Orders.
  • A Mappings Reference Guide appears in RFS on every menu for Individual Grants, School, College and Organisational menus.

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This tool will assist you to find which G Number replaced a 10.8xxx cost collector, including any extension to the Grant end date; Account codes link to the RFS (BLI) categories; and new account codes replace old account codes

  • Researchers can view existing G numbers on their UON web profile under the ‘Grants and Funding’ tab by clicking on the relevant project
  • RFS displays budgets at category level (personnel, travel, consumables etc.) which align to the awarded budgets such as ARC, NHMRC budget. The Category (BLI) will align with specific UON account codes.
  • RFS shows multiyear commitments and details of staff appointments
  • All UON researchers named on a research grant 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 (DOC) when establishing the grant.
  • Alerts are generated within the TechOne alerts dashboard and also distributed via email to research grant CIs, Heads of School and College PVCs. The RFS alerts are triggered by a number of budget related scenarios. Examples of the RFS dashboard, views and reports are available.

Strict end date field

  • Grants can be classified as having a strict or a non-strict end date, depending on the Funding Body requirements.
  • If the end date is strict, RFS will not allow funding to be accessed after the project end date has passed.
    • e.g. the agreement requires all funds to be spent in accordance with a specified budget or requires the return of unspent funds, ARC, NHMRC.

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  • If the end date is not strict, the end date in RFS will be the project end date + 3 years, allowing continued access to funds beyond the project end date.
    • e.g. grants where there is no requirement to return unspent funds, no financial acquittal reporting.
  • New grants will be assessed as strict/non-strict when they are established. For existing grants, please send an email from the lead CI to research-grants@newcastle.edu.au and Research Grants staff will review the grant.

Access to RFS

  • All UON Chief Investigators (CIs) named on the grant within RIMS are able to access and view the information within RFS as long as they are a registered user of TechnologyOne.
  • Researchers can give access to a Professional Staff member to view the grant in RFS by listing them on the Grant Establishment Form (DOC) when establishing the grant.
  • Heads of School, PVCs and their delegated authorities will be able to access and view the information relating to all grants within their college or school as long as they are registered users of TechnologyOne.

To add a new user account or modify your existing access to TechnologyOne Financials or RFS (Research Financial System) please complete your request electronically using the ServiceUON portal.


Enquiries

For research grant related questions please contact:

E: research-grants@newcastle.edu.au
T: (02) 4921 7733

For general system assistance and financial inquiries, please visit serviceUON.

The University of Newcastle acknowledges the traditional custodians of the lands within our footprint areas: Awabakal, Darkinjung, Biripai, Worimi, Wonnarua, and Eora Nations. We also pay respect to the wisdom of our Elders past and present.