Trusted Funder and Fast Track Policy

This policy applies to all University staff members involved in the set-up or management of research projects that are funded by external organisations.

This policy allows certain trusted funders’ research projects to be activated in the University systems before the contract is executed. This enables allowable project-related expenses to be incurred.

Research often needs to begin quickly to meet milestone and deliverable deadlines.

Contracts can take time to finalise and, in many instances, the contract cannot be executed prior to the project start date.

Fast Track lets us prepare early so the project can start smoothly on the project start date or upon execution of the contract (whichever is later). Fast Track allows research projects to incur relevant project-related expenditure, prior to contract execution, to allow commencement of the research project in a timely fashion. 

1. All domestic public sector organisations and domestic charities are eligible to be placed on the list of Trusted Funders List subject to the satisfactory completion of standard credit check and supplier setup processes.

2. International organisations are considered on a case-by-case basis by the Deputy Vice-Chancellor (Research and Innovation) and Chief Financial Officer (CFO). Approved international organisations are included on the Trusted Funders List.

3. Research projects from trusted funders are eligible to be fast-tracked prior to contract execution once written notification of the award has been received as outlined in the Manage Fast Track Project Activation Process.

4. Research projects that have been fast tracked can incur all forms of acceptable expenditure on or after the project start date. Prior to the project start date, expenditure is limited to recruitment costs and any other costs deemed permissible under the Manage Research Fast-Track Activation Guidelines.

5. If a fast-tracked project is at risk of being unable to reach contract execution within a reasonable timeframe, a discussion between the Principal Investigator and Director of Faculty Finance will determine next steps.

6. For projects that are closed prior to contract execution, the overspent (debit) project balance will be managed in accordance with the Balances of Research Project Accounts at Project End Policy. 

The following definitions apply to this document:

Acceptable expenditure has the meaning set out in the Acceptable Expenditure on Externally Funded Research and Consulting Projects Policy

Activation means set-up and active in the University systems to enable expenditure to occur from the start date of the project.

Domestic charity means a charity registered under the Charities Act 2005.

Domestic public sector organisation means:
- local authorities and council-controlled organisations under the Local Government Act 2002,
- tertiary education institutions, crown research institutes and other crown entities, as defined in section 7 of the Crown Entities Act 2004,
- public service departments and departmental agencies listed in Schedule 1 and Schedule 1A of the State Sector Act 1988,
- any other public sector organisation on the list of central government organisations maintained by Te Kawa Mataaho Public Service Commission.

Notification refers to either:
- Award Letter from the Trusted Funder,
- Executed Memorandum of Understanding  (MoU) between the Trusted Funder and the University,
- Written correspondence from the Trusted Funder

Research has the meaning set out in the Research and Consulting Incentives Policy.

Staff member refers to an individual employed by the University on a full or part-time basis.

Trusted funder(s) means a designed status given to a funding organisation that meets the relevant criteria set out by the University

University means Waipapa Taumata Rau, University of Auckland, and includes all subsidiaries.

Include the following:

• Research and Consulting Incentives Policy
• Acceptable Expenditure on Externally Funded Research and Consulting Policy
• Manage Research Fast Track Project Process
• Manage Research Fast Track Project Activation Guidelines
• Trusted Funder List

Owner: Deputy Vice-Chancellor (Research & Innovation)
Content manager: Senior Manager, Research Services Improvement
Approved by: Vice Chancellor
Date approved: 3 April 2023
Reviewed date: 23 June 2026
Next review date: 23 June 2031