Agreements & Invoices

Agreements and Invoices

I received a letter from the funding agency informing me that my grant application has been successful. How do I proceed to finalise the transfer into the University’s account?

There are still a number of steps to take before the funder can transfer the grant funding over to you.
 

Step 1

All successful grant applications must have a signed agreement. If you haven’t received a grant agreement with the successful notice, please ask the funder to send the grant agreement.

Step 2

Please note that you cannot sign the grant agreement before the IP & Contracts Division at the Department of Research and Innovation Support has checked the agreement.

You can send the grant agreement to Stanly Elhers at [email protected] or telephone at 012 420 4960 at the IP & Contracts Division. Remember to cc  [email protected] or [email protected].

Stanly will direct the contract to the correct legal advisor. This might take a couple of days.

Step 3

The legal advisor will check the agreement for IP, copy right and other potential issues.

If there are any conflict the legal advisor will contact the legal representative at the Funder to negotiate.

If there are no conflict the legal advisor will prepare a checklist which will have to be signed by three persons before the institutional representative can sign the agreement. Usually the signatories are the Dean, Head of Department and Researcher.

Click HERE for a sample of the checklist.

The signatory on the agreement is based on the value of the budget.  

Step 4

After the checklist and the agreement are signed the IP & Contracts Division will send the agreement to the funder for their institutional signatures.

Step 5

After the agreement is signed by all parties and an original copy is returned to the IP & Contracts Division can a researcher apply for a cost centre number. The researcher will need a copy of the signed agreement as well as the signed checklist.

Step 6

The researcher needs to complete the Application for a new cost centre form.
Step 7

Email the signed agreement, signed checklist and signed Application for a new cost centre form to [email protected] or [email protected] or of the Research Grants Management Division within DRIS. This Division will liaise with the Faculty accountant who is responsible to create a cost centre number.

Step 8

The Research Grants Management Division will send the cost centre number and a banking letter to the representative at the funding agency as well as the researcher.

Step 9

The Research Grants Management Division will inform the Department of Finance of the expected payment and the cost centre number to ensure that the funds are swiftly allocated to the correct cost centre number.

Can you help me with an invoice? My funder requests an invoice before transferring the grant.

If the researcher wants the Research Grants Management Division to assist with making out invoices to funders, then the division needs to have access to the researchers cost centre. The Research Grants Management Division will send a completed Access to Cost Centre form to the researcher to sign. Once signed, the researcher should send it back to [email protected] or [email protected]

Once the Research Grants Management Division has access to the cost centre, they will proceed to make out an invoice and sending it through to the funder and the researcher.

The researcher does have the option of making out the invoice on the Peoplesoft system without involving the Research Grants Management Division. However, a copy of the invoice should be sent to [email protected] or [email protected]