Special Purpose Funds 18 September 2013

2 1.November SPF/RSD Training 2.Changes to Apollo Processing 3.Audit – PCA Reconciliation and pre-audit checklists 4.ARC and NHMRC statements, for grants ending up to 30 September 2013, will be sent out in October NHMRC require carry forward requests to be uploaded by CIs before the grant end date. 6.NHMRC expense transaction download (excluding salaries) will be run at end of P10 and distributed to Business Units for review of ineligible expenses

3 The November SPF/RSD Training The date – 20 November 2013 The venue – Audiences – Finance staff and Research administrators Training contents: –Official File –ARC –ARIES Data Completion –Audits, PCA reconciliations –S/Q Statements overview –Transfer accounts –Grant ending

4 Changes to Apollo processing APOLLO link updated from 16 September APOLLO requests are now going to RSD who check Type of Funding, Scheme and Composite Code and advise SPF of Composite Code to be used

Changes to Apollo processing RSD will not be reviewing closures, changes, reactivations or addition of subprojects May be a slight delay before APOLLO reaches SPF Requests for prompt processing or additional information should be sent to and 5

6 Audit – PCA Reconciliation and audit checklists RM&AO have advised that SPF’s role in both Internal and External audits is QA only SPF will check – Dates of statement match reporting requirements There are actual journal or A/R entries to support Adjustment journals

Audit – PCA Reconciliation and audit checklists PCA Reconciliation is correct and balances If Statement requires reporting against Budget, it has Budget and Actuals as per approved budget Pre-audit checklist has been completed File is then managed by RM&AO until completion of audit 7

Audit – PCA Reconciliation and audit checklists When audit has been completed, RM&AO will provide the approved audit report to SPF who will send it to Business Unit. Internally audited statements will be signed by Zachary Ong and Luke Beckett Externally audited statements will be signed by David Sturgiss (or VC) 8

ARC End-of-Year Reports Aim to complete funds ending between January and September 2013 prior to end of year. Statements will be run on 30 September CIs to be asked to complete written carry forward letters before going on holiday

ARC / NHMRC Relinquishment date to be 31 December 2013 not 6 January 2014 so two separate statements are not required NHMRC require carry forward requests to be submitted via RGMS before the existing completion date for that Funding Period. SPF will download and distribute NHMRC expenses transactions at end of Period 10 Colleges to review for ineligible transactions

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