Once all required clearances have been provided to UQ Research and Innovation (UQR&I), all necessary agreements have been executed, and any special conditions have been met, the successful grant can be operationalised at UQ. This involves the issue of a Grant Record Letter (GRL) by the Office of Sponsored Research.

The GRL is a document that formally establishes your project in the University’s Research Management System. It is provided to the lead UQ researcher, the School/Centre/Institute, and Contract and Grants Accounting, and circulates important documents and information about the management of the grant. 

Account numbers in UQ’s finance system, UniFi, are normally generated following the issue of the GRL. Grant expenditure can then officially start.

You may be eligible to gain interim access to a Research Project account within UniFi through a ‘Pre-GRL’. Expenditure against Pre-GRLs in UniFi may not be made before the project’s official start date. If the project start date is the date of contract sign-off, it is not eligible for a Pre-GRL. Pre-GRLs may not be used for Australian Research Council Linkage Projects (ARC LP) for this reason. Because the School/Institute is underwriting expenditure on the Pre-GRL, a Pre-GRL must be approved by your Head of School or Institute.

Any invoices centrally raised will be held in suspense and only transferred to the project when the completed GRL is issued by the Office of Sponsored Research. If you wish to discuss the’ Pre-GRL’ process, please consult with your Finance Professional Services Team (PST), quoting the UQ Research Management (RM) number of your grant. The RM number can be obtained from your Office of Sponsored Research contact point.