ARC Linkage 2014 – Session 2 – LINKAGE BUDGETS

1. ARC Linkage 2014 – Session 2 – LINKAGE BUDGETS Deakin Research – Grants Rose Firkin - Executive Officer - Grants Dr Anne Brocklebank Proud - Senior Grants Officer

2. Outline • Partner Organisation Requirements • Budget Tips, Hints, Pitfalls • Deakin Research - Grants Website & Resources • Questions

3. Main features – Funding & Duration • Minimum = $50,000 p.a • Maximum = $300,000 p.a • Duration = 2 to 3 years

4. changes – Budget Items • Inclusion of web hosting and web development specific to the project as an eligible cost • Inclusion of uncapped publication and dissemination costs (previously only at 2% of funding awarded) • Exclusion of hosting of seminars, conferences and other similar activities as an eligible cost

5. PO Exemptions from cash contribution requirement • Defined in Funding Rules Definitions and include; • Registered charities • Not-for-profit organisations/community organisations • Start-up companies (those commercialising R&D with average annual revenue not exceeding $5M over past 2 years & majority of employees and assets in Australia) • Museums or herbaria

6. Partner Contributions • Combined PO’s eligiblecontributions (cash & in-kind) must at least match the total ARC request • Combined PO’s eligible cash contribution must be at least 25% of the total ARC request (recommend aiming for 50%)

7. TOTAL PO Contribution Examples - Duration of Project

8. Partner Contributions • Cash contributions cannot be sourced from funds awarded or appropriated by the Commonwealth or an Australian State or Territory for the purposes of research nor from funds previously used to leverage government research funding • ie. Cash would have to be gained from other sources – fund raising, patent licensing, provision of services or products

9. Partner Contributions • What is meant by “funds previously used to leverage government research funding”? • Funds which an organisation has already used to leverage government research funding, such as (but not limited to) funds which have already been included by the organisation in a successful application to a Commonwealth or Australian State or Territory funding program or scheme in order to receive a grant or award • Funds that are used to gain government funding for research eg industry levies matched by the government

10. Partner Contributions • Of the required Partner Organisation contribution to match the total ARC request, a maximum of 25% can be made up of cash and/or in-kind contributions from one or more POs whose funds are appropriated predominantly from Commonwealth or State or Territory funding sources for the purposes of research.

11. Partner Contributions • If the PO is predominantly funded by Commonwealth or State or Territory funding sources for the purposes of research they can make contributions over and above 25% of the required contribution BUT these additional contributions are not eligible to make up part of the required PO contribution

12. Partner Contributions • Lead CI’s should ensure their Partner Organisation read and understand both the 2014 Linkage Projects Funding Rules AND all of the FAQs relating to Partner Organisations once these are available

13. Partner Organisation Contribution examples (Cash & In-kind)

14. Partner Organisation Contribution examples (Cash & In-kind)

15. PO Cash Contributions • Cash contributions are defined in the Funding Rules “..cash funding which is transferred to and managed by the Administering Organisation.” • Are financial contributions paid to Deakin on invoice • Must come via Deakin’s financial system • Are subject to audit

16. PO Cash Contributions • Maintain as much of the ARC funds at Deakin as possible as these count towards the HERDC • Identify and use PO funds to support other institutions and make this clear in the application (if participating on a not DU led application with the same organisation, negotiate reciprocal arrangements to counter ARC funds being used by other eligible organisations)

17. PO Cash Contributions • Structure the application to allow for ARC funding cuts:- • Allow for a 40% reduction in funding and identify components that will be cut should funding be reduced (the ARC routinely funds only ~60% of the requested amount) but please note Value for Money • Make sure all parties understand and agree in advance as to what actions will be taken if funding is cut • Determine if the PO organisation will cut their contributions if funding is cut. If so, question their commitment to the project and its outcomes.

18. PO cash contributions • Deakin has a preferred payment schedule which should be discussed with potential partners • 1st partner cash payment on execution of agreement and every 12 months thereafter ie annually in advance • Start-up companies may negotiate quarterly payments in advance

19. PO In-Kind Contributions • In-kind contribution definition: “..contribution of goods, services, materials or time to the Project …calculated based on current market rates/valuations/rentals/charges … of the costs of labour, work spaces, equipment and databases..”

20. PO In-Kind Contributions • NB: The ARC LP 2014 Funding Rules state “..the calculations covering time and costs should be documented by the Administering Organisation . The ARC may require these calculations to be audited from time to time” • Partners MUST be able to substantiate their in-kind contributions and should provide a schedule of their costs that we can file

21. Budget table - rms • The ARC budget template in RMS does not show which partner or other organisation is contributing to each line item • Therefore this must be designated and clearly elaborated in the budget justification so that there is clarity about who is providing what • This will simplify future negotiations • Use the Deakin Research Grants – Linkage Budget Spreadsheet to establish a budget

22. Applications - not deakin led • The Deakin participants must provide a list of POs at NOIS stage to Deakin Research Grants • Negotiate with the lead CI to ensure that some $ are directed to DU preferably ARC funds but at least some, ie no participation without recompense • Those with high level of commercialisation potential must be discussed with Deakin Research Commercial prior to the application being submitted to ensure that Deakin’s positions will be safeguarded

23. Grants Website & Resources • We provide a dedicated page for each major round and scheme http://www.deakin.edu.au/research/grants/opportunities/arc-linkage-projects.php • Contains links to ARC documentation, timelines and specific resources (salary calculators, application templates, stipend rates)

24. Important Note • Deakin Research – Grants will • Expect you have read all funding rules, instructions and any FAQs • Applicants must certify application information is true and correct • Expect that you have clarified your Partner Organisation’s funding sources with them

25. Final Tip • Applications are not yet open on RMS • Get an RMS profile immediately • Get your co CIs and PIs to do the same

26. Questions? • Please contact your Case Manager