Financial management is an essential component of any research project.
Budget review submission
There are two pathways for budget review that are dependant on whether project funds are paid to or received from external parties or sources.
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Option 1 Simple Budget Review: The Simple Budget Review template can only be used for projects where there are no funds (zero dollars) paid to, or received from, an external source. This option also applies if the study only involves internal transfers between RMH departments.
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Option 2 Detailed Budget Review: A detailed budget review by RMH Research Finance is required for all projects where RMH receives or pays funds.
1) Collate all the documentation as required for your Simple or Detailed Budget Review as applies to the study and send to the RMH Research Finance team at using the email template: ofrfinance@mh.org.au - Allow three weeks for review.
2) RMH Research Finance will triage the budget submission and may request for additional information.
Using the table below, ensure the essential documentation and information is submitted as part of your Budget Review:
| Required Documentation | Description |
Option 1: |
Option 2: Full Budget |
| Simple Budget Review template | This template is only to be used for projects where there are no funds (zero dollars) paid to, or received from, an external source | ✓ | ✗ |
| Project protocol or proposal | A project protocol is the document that describes the objective(s), design, methodology, statistics and organisation of a project. | ✓ | ✓ |
| Statement of approval forms (SoA) | An SoA must be completed and signed by the head of department for every RMH department used to conduct the project. This includes, but is not limited to, departments that will be used for services, staff, infrastructure or recruitment purposes. Refer to Section 1c above on this page. |
✓ | ✓ |
| Details of other project expenses | Consider any other project expenses. These expenses may include archiving costs, capital equipment, ethics fees, meal allowances, postage, printing and stationery, statistical analysis, software and travel allowances. | ✓ | ✓ |
| RMH cost centre number | Provide the RMH cost centre number from which the project will operate. | ✓ | ✓ |
| Participants | Provide details of the anticipated number of participants to be recruited at each site and the anticipated recruitment period. | ✓ | ✓ |
| Departmentally funded | Details of how project expenses, such as staff time or service costs, will be funded if not already covered by external sources | ✓ | if applicable |
| Agreement(s) | Refer to the below for detailed information. | ✗ | only if your project is a commercially sponsored clinical trial |
- Commercially sponsored clinical trials:
You must provide a draft Clinical Trial Research Agreement (CTRA) for budget review. This is usually supplied by the Sponsor.
- All other projects (including investigator-initiated, collaborative or non-commercial research):
You do not need to provide a draft agreement before submitting for budget review.
For projects that do not require a draft agreement at this stage, you can proceed with budget review first.
Any required financial terms or wording will be included in the agreement later, during the Contracts Office review.
If you have been provided with a draft agreement or variation and include it in your budget review submission:
- the Finance Office will review only the budget
- the Finance Office will not assess the overall acceptability of the agreement
Any feedback from the Finance Office will be incorporated into the agreement by the Contracts Office during their review.
The Contracts Office will review and advise on the agreement after the Finance Office have completed the budget review, and after you submit:
- a governance or amendment application, and
- a completed Contract Kickstarter Form
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