What is a GRL and how do I get one?

A GRL is a Grant Record Letter. This is a document that ensures you have the funds at hand to conduct your research by instructing Contracts & Grant Accounting to set up your project account and issue invoices.

So you have won the grant you were holding out for. Now what?

  1. ETHICS – if you need ethics approval, apply for it and notify UQR&I when it is issued. If you don’t need ethics approval let UQR&I know.

  2. RESEARCH CONTRACT – If a research contract is required for your project, a Research Partnership Manager (RPM) will work with you, Research Legal Services, and the Research Management Office (UQR&I) will work with you to get a research contract in place.

  3. GRANT RECORD LETTER (GRL) - A GRL will be issued once UQR&I have the following documents as relevant:

    • Fully Executed Contract (for Linkage & contract research), OR Letter of Award;

    • Copy of grant application or research proposal;

    • UQ Funding Application Coversheet;

    • Copy of ethics approval; and

    • any other necessary information.

  4. ACCOUNT SET UP & INVOICING – the GRL is sent to you, your school manager, your school finance manager, and Contracts and Grant Accounting (CAGA). CAGA will set up your project account and issue invoices. They also chase late payments.


An account can be set up prior to a GRL issuing BUT the School will have to underwrite any expenditure. You will need HoS approval to do this. If you have a pre-GRL you can not do any research requiring ethics approval.

A Pre-GRL is not possible for ARC or NHMRC projects

Contact the Research Office for more information.