The “Pending Research” fund is a new interim fund type and fund account that can be requested for a project prior to classification of the project by the Monash Research Office and university approval of the agreement by The University Solicitor’s Office. This fund is intended to assist with funds management and should be used only when invoices need to be raised urgently, otherwise the normal process should be followed. For non urgent requests please follow the standard contracts / grants procedures:
Monash Research Office's "What to do if successful" advice pages
It is not recommended that expenditure be charged to this fund prior to agreement sign off, as in this situation the Department / School will be liable for the charges.
Process
Requesting the Fund
Researcher (Chief Investigator) receives letter of offer from funding body
Researcher provides Faculty/Departmental/School finance officer (and Faculty Research Office if required) with copy of the letter of offer
Faculty/Departmental/School finance officers can now request Research Accounting Services, Corporate Finance Division, to establish a "Pending Research" fund type and fund account online. Your online request is then directed to the appropriate person who can provide you with the Pending Research Fund. https://kappa.firm.monash.edu.au/fmfund/login.jsp
Grants and Donations, Corporate Finance Division, will create a "Pending Research" fund type and fund account.
The fund will have a Fund type: 299999 – "Pending Research".
All invoices raised against this fund must use General Ledger account code:
562042 – "Income – Pending Research".
Grants and Donations, Corporate Finance Division, will email the fund type and fund account to the requesting Faculty/Departmental/School finance officer and the Monash Research Office (and the Faculty Research Office if required)
Classification of the Project as Research
The Monash Research Office will email the researcher (and Faculty Research Office if required) to request the following documentation for classification according the HERDC guidelines
A hard copy and electronic copy of the agreement (if provided by the funding body). See point 7 if no research contract has been provided by the funding body
The Monash Research Office will send the hard copy and electronic copy of the research agreement to The University Solicitor's Office for review (and negotiation if required). If no contract is provided by the funding body please refer to The University Solicitor's Office
Notification of Classification Outcome
If the project proposal is classified as research by the Monash Research Office and the research agreement is approved by The University Solicitor's Office, the Monash Research Office will:
instruct Grants and Donations, Corporate Finance Division, via email to convert the "Pending Research" fund type to the appropriately determined research fund type (eg 2XXXXX)
email a new fund details sheet with the new fund type to the researcher and the Faculty/Departmental/School finance officer as well as the relevant Faculty Research Office. Note: the cost centre and fund account number will remain the same
If the project proposal is not classified as research:
the Monash Research Office will instruct Grants and Donations, Corporate Finance Division, via email to convert the "Pending Research" fund type to a consultancy fund type
the Monash Research Office will email the researcher and the Faculty/Departmental/School finance officer as well as the relevant Faculty Research Office to advise that the "Pending Research" fund type will be converted to consultancy fund type
Grants and Donations will email the researcher, the Faculty/Departmental/School finance officer, Faculty Research Office and the Monash Research Office to confirm the new consultancy fund type
Important note: A "pending research" fund type is opened on the condition that all required information is provided to the Monash Research Office within 3 months from the date of creation (or until 31st December, whichever is earlier). All "pending research" fund types must be converted to the appropriate fund type within the calendar year they are opened.
