athena swan grants management jennifer mccluskey – research liaison manager finance –grants...
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Athena SwanGrants ManagementJennifer McCluskey – Research Liaison Manager
FINANCE –Grants Management Research Grants 21ST January 2015
Research Grants - Context
• 24 Staff (22.6 fte)• £200m Research Income• 4000+ Research Grants• More than 350 Funders• 22 Schools• Over 750 Principal Investigators
FINANCE –Grants Management Research Grants 21st January 2015
When do RGS get involved
FINANCE –Grants Management Research Grants 21st January 2015
Pre-Award PI Idea
Pre-
Award Possible
Funders
Pre-
Award Application
(ERI)
Post-
Award
Researc
h Grants DepartmentINFINITE
RGS Responsibilities
• Set up project on Finance System, allocate R number• Monitor “live” grants, 6 month review• Recover income from the funding body – per the T&C’s• Complete and sign off any financial reporting required –
liaise with school.• Liaise with funders with regards to any finance issues.• Charge the Directly Allocated cost to the grant –
Apportionment Journal• Close the grant on e-financials
FINANCE – Grants Management Research Grants 21st January 2015
PI Responsibilities• Know the funders t&c’s / agreement conditions• Ensure you spend the awarded funds (with
reference to your application and terms and conditions)
• Ensure any scientific/final reports are completed with deadlines
• Ensuring you have means to cover any overspend in your grant
FINANCE – Grants Management Research Grants 21st January 2015
Tools – Post Award
• Webfirst reports• Local School Admin• Sponsor Website/Documentation• Research Grants Department
FINANCE – Grants Management Research Grants 21st January 2015
Webfirst – Common Reports
• Detailed Transaction Report (gives transaction details within a given month) (Under Transactions)
• Multiple Period Detailed Transaction by account (gives transaction details over a period of time ordered by account)
• Actual Expenditure plus Commitments (Under Account Balances)
• Some reports can be done over a range of cost centres and awards
• All Webfirst reports can be downloaded into Excel so you can manipulate the information further
FINANCE – Grants Management Research Grants 21st January 2015
Directly Allocated Costs
• Indirects & Estates – a rate based charge which is chargeable per academic per the FTE on the grant.
• PI/Co-I time – charge based on that academics salary.
• DA costs CANNOT be vired – they are ring fenced• Generates income back into the University that
ensures future sustainability
FINANCE – Grants Management Research Grants 21st January 2015
Common Pitfalls• Overspending (Total & Annual budgets)• Underspends• Extensions• Maternity• Illness• Non-Completion of final reports
FINANCE – Grants Management Research Grants 21st January 2015
Scenario 1• You have a grant with Cancer Research UK• You have an RA on the grant that is about to
go on maternity leave• You are only 1 year into a 3 year research
project• What might you need to consider to ensure
you deliver your research?
FINANCE – Grants Management Research Grants 21st January 2015
Scenario 2• You have a Research Council grant
(MRC/BBSRC etc)• There has been a delay with your research• You need more time!• What might you to consider to ensure your
deliver your research?
FINANCE – Grants Management Research Grants 21st January 2015
Scenario 3• You have a grant that is paid on the
basis of annual budgets.• You overspend in Year 1, which RGS
inform you of• To ensure we can claim for the full costs
of year 1 what might you need to do?
FINANCE – Grants Management Research Grants 21st January 2015
Any Questions?
FINANCE – Grants Management Research Grants 21st January 2015
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