27 April 2022

Post award update- Sapphire and financial reporting update

Grantee Variations

Due to the volume of Grantee Variation requests received since December 2021, as well as development work still underway in Sapphire, there have been delays in processing some variation types.
NHMRC expects to have processed the backlog of variations shortly and advises that RAOs can recommence submitting variations in Sapphire.
Outcomes of all variation requests and updates to grant milestones will be available in Sapphire as soon as possible.  
 
Overdue Milestones

NHMRC is aware that several grants migrated from RGMS to Sapphire are showing incorrect overdue milestones in Sapphire. This is due to a system error, which will be addressed in an upcoming system update to remove all incorrect overdue milestones. These incorrect milestone flags will have no impact on application submission or eligibility assessment for upcoming Grant Opportunities.
NHMRC understands that Administering Institutions and Eligible Organisations are seeking confirmation of financial report status and financial forecasting information. Dashboard updates are under development.
 
Outstanding reports

For MREA grants:
NHMRC understand that Administering Institutions are currently not able to submit financial reporting in Sapphire and confirm that while institutions are not able to submit financial reports, having outstanding obligations from previous NHMRC grants does not disqualify applicants from applying for other NHMRC grants.  It is a condition of funding that outstanding obligations from previous NHMRC grants have been met prior to acceptance of a new grant. Please refer to the NHMRC website for guidance on what will be considered overdue.
RAOs are reminded that Final Reports and Progress Reports can still be submitted in Sapphire. Information on submitting Final Reports and Progress Reports can be found on the Sapphire Knowledge Base.
 
For MRFF grants:

NHMRC understand that Eligible Organisations are currently not able to submit financial reporting in Sapphire and that failure to complete and submit reports may impact on current and future MRFF funding until the report is provided.
Under the Grant Opportunity Guidelines having outstanding reports does not disqualify applicants from applying for other MRFF grants. It may, however, be a condition of grant funding that outstanding reporting requirements are met.   Please refer to the NHMRC website for guidance on what will be considered overdue.
MRFF Final Reports and Progress Reports can still be submitted via mrff.postaward@nhmrc.gov.au as per current process.
Information on submitting Final Reports and Progress Reports can be found on NHMRC’s website.
 
Financial reporting update

Due to the need to prioritise grant payments through Sapphire, the Financial Statements functionality has been delayed.  NHMRC ask for continued patience and will advise dates for the deployment as they are confirmed.
To assist Administering Institutions and Eligible Organisations prepare for when financial reporting functionality is available key changes have been outlined on the NHMRC website.
 
Financial expenditure categories / items have changed

NHMRC took the opportunity to adjust the reporting template to align more closely with the current grant program. Recognising that grants awarded under the previous grant program are still active, fields for older, legacy grants are still available but are intended to be scheme specific.
When financial information is migrated into Sapphire it will be aligned with the new expenditure reporting fields. All reports that were accepted by NHMRC, or at the status of ‘submitted to NHMRC’ when migrated to Sapphire will show financial information mapped consistently with expenditure under the relevant funding rules/grant guidelines and the DRC Guidelines.
Previous Financial Summary statement information, as provided, has been retained on file.
NHMRC will be providing further detail by email to Administering Institution and Eligible Organisation financial officers on the changes to expenditure categories including an example template.

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