Research support

Manage your award

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The Awards team in the Research Office manages all funded research grants from the time a grant notification outcome is received through to when it finishes (i.e. close-out). 
When a funder approves an application, they will require an agreement to be executed, which binds the University to the terms and conditions of the grant. This can involve negotiation, which the Research Office will do on your behalf.
There are a number of steps that typically occur; these are outlined below to assist you navigate the grant establishment process.

A flow chart that visually represents the steps of the Grant Establishment Process, or managing your award, with decorative icons to represent each step. These steps are, in order from first to last, outcome, acceptance of offer, early account opening, MyBalance, finance, grant record letter, variations, reporting, and final reporting.

  1. Outcome
  2. Acceptance of Offer
  3. Early Account Opening
  4. MyBalance
  5. Finance
  1. Grant Record Letter
  2. Variations
  3. Reporting
  4. Final Reporting
  5. Resources

4. MyBalance

MyBalance is a web-based financial reporting tool for UQ researchers and their Management Accountants which can be used by the project team to manage the project funds and get a clear, consistent view of the financial position of the grant.

At the beginning of a new research grant, the project team should work with the Management Accountant to plan how the project funds will be spent and to configure the funding rules in MyBalance. This helps the project team spend the funds as intended in the grant application.

MyBalance provides researchers:

  • a view of the grant balance at any time
  • tracking of expenditure categories allowed on the grant
  • detailed financial information down to transaction level.

For the Financial Professional Services team members, MyBalance can help ensure that only appropriate expenditure is coded to the project and the project remains within budget. MyBalance helps with:

  • ensuring purchases are in compliance with University policy
  • ensuring equipment is purchased as per grant funding rules
  • ensuring salary appointments comply with the project budget
  • supporting financial management of the project towards completion, so the project can be closed.

CGA is responsible for the recording and reporting of research grant income, including certified financial statements, through the following activities:

  • raising invoices
  • deducting overheads
  • co-ordinating collaborative payments as per any associated Collaborative Research Agreement or Multi-Institutional Agreement
  • co-ordinating refunds to grantors
  • ensuring statements are produced in a timely manner
  • crediting Net income to the project (ex GST)
  • co-ordinating the collection of unpaid grant funding.