Grants Shared With Other Institutions

Post Award Processes for Funds Transfer Between Universities

1. Funds to be transferred to Monash

If a Monash researcher is a co-investigator on a grant administered by another university, and the researchers have agreed to share the grant the process for the transfer of funds is as follows:

• Complete and send the Monash Research Office Application Cover Sheet (rtf 109kb) to the Monash Research Office (MRO). Specify the dollar amount, cost centre and details of the grant (granting body, scheme, title of project and any project/grant number). Include written evidence that it has been agreed to provide a share to Monash. If possible, include a copy of the grant offer letter and the letter of acceptance.


• Following receipt of advice of account code, raise a tax invoice for the agreed amount plus 10% GST.

For ARC and NHMRC grants - send a request to raise an invoice (including contact details of the other institution) to Fred Talarico, in Grants & Donations (Corporate Finance Division). Fred will undertake the necessary steps for the funds to be transferred and credited as research income.

For other grants -  send the invoice to the administering university.  Once the invoice is raised it creates a credit in the Monash University Finance System (SAP) and will be counted as research income.

The above process will ensure that Monash’s share of the grant is counted as research income and thus earn Institutional Grants Scheme (IGS) funding (for category 2 & 3, Non-Competitive Grants) & Research Infrastructure Block Grants Scheme (RIBG) funding (for category 1, Competitive Grants) .

2. Funds Transferred to Other Institutions by Monash

When a grant is administered by Monash University and it has been agreed to share the grant with a co-investigator at another university the following process must be followed:

• The Monash Chief Investigator should provide written advice to the researcher at the other institution, that it has been agreed to provide a share of the grant administered by Monash. Specify the dollar amount, cost centre and details of the grant (granting body, scheme, title of project and any project/grant number). If possible, include a copy of the grant offer letter and the letter of acceptance.


• Provide Monash Research Office with a copy of that advice.


• The other university sends a tax invoice to the relevant Monash University Department for the agreed amount (most will add 10% GST).


• The department raises a claim form or purchase order for that amount.

For ARC and NHMRC grants - Send claim form to Fred Talarico in Grants & Donations (Signed/Approved by Chief Investigator or Head of Department), and it will be recorded as an adjustment to Monash's research income.

For other grants – Raise a purchase order or send claim form to Accounts Payable (using the relevant Income G/L account code), and it will be recorded as an adjustment to Monash's research income.

Queries on financial aspects of shared grants should be directed to Fred Talarico via email or on ext 56320. For queries on other aspects please contact the Monash Research Office via email or on ext. 53012.