Budgets are an essential component of any research project and must be included with original research governance applications to the Office for Research.


All researchers who are planning to undertake a research project at RMH or who are planning to use RMH resources to undertake a research project must, as part of their Governance submission, contact the Management Accountant – Research (MAR). The MAR will advise whether a meeting to discuss the project is required. It is strongly recommended that the MAR be contacted as early as possible during the preparation of a Governance application.

Budget review submission

The following documentation and information is required for the budget review, where applicable:

Required documentationDescription

Clinical trial research agreement (CTRA); or
Funding agreement / Letter of offer;
Details of how resources that will be used to conduct the project will be funded

The CTRA, funding agreement or letter of offer should detail the source of external funding for the project.

A completed draft version of the relevant agreement for preliminary review is sufficient. A finalised version of the agreement will then be required for final budget approval.

Project protocol or proposalA project protocol is the document that describes the objective(s), design, methodology, statistics and organisation of a project.
Statement of approval form (SOA)An SOA must be completed and signed by the head of department for each 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.
Estimated labour time

Provide details of the estimated time that all RMH staff members will contribute to the conduct of the study using the Estimated Labour Time Template.

A simplified labour template is available for non-commercially sponsored studies. Please contact the MAR if the simplified labour template is likely to be more suitable.

Details of other project expensesConsider any other project expenses. These expenses may include, for example, archiving costs, capital equipment, ethics fees, meal allowances, postage, printing & stationery, statistical analysis, software, travel allowances, etc.
Internal cost centre numberProvide the RMH cost centre number from which the project will operate.
ParticipantsProvide details of the anticipated number of participants to be recruited at each site and the anticipated recruitment period.

Budget approval notification

The approval will be emailed to you either as:

  • A budget document prepared by the MAR; or
  • A confirmation by the MAR that the project's budget has been reviewed.

Allow at least 3 weeks from the date of the meeting with the MAR for the budget approval notification. The budget approval must then be submitted to the Office for Research as part of the Governance submission.

Invoicing and payment clauses

All funding agreements to which RMH is a party must include the standard invoicing and payment clauses in "Schedule 2 - Payments" of the appropriate Medicines Australia Clinical Trial Research Agreement template.


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