The University of Newcastle, Australia

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

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

Grantee Variations

Over the duration of the project, circumstances may change and it may become necessary for the Chief Investigator A (CIA) to request changes to the approved funding proposal. In the event that this occurs, a request can be submitted to NHMRC via RGMS. Requests must be submitted at least one month prior to the proposed date of effect, as retrospective requests are generally not approved.

NHMRC have developed a Grantee Variation Policy to articulate NHMRC’s policy position on grantee variations. The policy sets out the variation process, the details and justification required in order to submit each variation type.

A variation request must not be used as a means to meet NHMRC eligibility requirements or to avoid budget adjustments, unless specifically allowed in the grant opportunity guidelines.

The CIA should consider potential impacts on investigator eligibility resulting from a variation and discuss the variation with all affected CIs, noting the impact it may have on their suite of grants and hence their eligibility to hold/apply for other grants.

Final Reports

A Final Report must be completed by the CIA 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 Sapphire 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 Sapphire CV section and linked to the grant which the final report is for.

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 the Research Office instead.