How to Obtain an Account Code

For external earnings to be classified as Research Income, the Monash Research Office (MRO) must authorise creation of the appropriate account code.

You should also contact your local Research and Revenue (R&R) Hub.

The "Pending Research" Fund — For the Urgent Raising of Invoices

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
• Prior to university approval of the agreement by The University Solicitor's Office

It should be used only when invoices need to be raised urgently, otherwise the normal processes (below) should be followed. More information regarding "Pending Research" fund creation here.

Research Grants

1. Where the grant application has been submitted through the Monash Research Office, account creation will be initiated by MRO upon notification from the granting body. The applicant will be notified of the grant details, including the account code allocated and any reporting requirements.
   
   
2. If a successful application has been submitted directly to the granting body, a copy of the application, the notification of success from the granting body and a Monash Research Office Cover Sheet must be submitted to the Monash Research Office for account code creation.
   
   
3. In some cases the notification of success is sent directly to the researcher. This notification should be sent promptly to the Monash Research Office for an account to be established.

Shared Grants

Arrangements to create an account for a shared grant should be initiated by the researcher, using the Monash Research Office Cover Sheet.  

Also: How do I arrange to share grants?

Split Grants

If Grants require funds to be created in more than one cost centre the Arrangement to split grant funds form must be completed.

Arrangement to split grant funds form (doc 47 kb, pdf 58kb) 

Research Donations

A Gift or Donation of funds for research may be conditional or unconditional. If conditions are imposed and accepted by the University, the University will be bound by them. For a gift or donation to be considered as research income, any conditions must be consistent with the DIISR definition of research.

If a donation has been received for the purposes of research the following must be submitted to the Monash Research Office for account code creation:

• a copy of the application, outlining the project to be undertaken, that was submitted to the donor;
• the notification of award or letter of offer from the donor;
• any agreement or undertaking; and
• a Monash Research Office Cover Sheet signed by the named investigator, the Head of Department or School and the Associate Dean Research.
  

Research Contracts

Where the funds are the result of a Collaborative Research Agreement or Research Contract, the researcher must request creation of an account code, using the Monash Research Office Cover Sheet. The project must meet the definition of research and be able to be classified as either a Research Grant or a Research Contract. (See Definition and Classification of Research and Research Income). Sufficient information must be provided to allow the MRO to make these determinations.

See also: Requests for research accounts for contracts and agreements.