FINANCE Grants Management Research Grants 21 ST January

FINANCE –Grants Management Research Grants 21 ST January 2015 Athena Swan Grants Management Jennifer Mc. Cluskey – Research Liaison Manager

FINANCE –Grants Management Grants 21 st January 2015 Research Grants - Context • • • 24 Staff (22. 6 fte) £ 200 m Research Income 4000+ Research Grants More than 350 Funders 22 Schools Over 750 Principal Investigators

FINANCE –Grants Management Grants 21 st January 2015 Research When do RGS get involved Pre-Award PI Idea Pre-Award Possible Funders Pre-Award Application (ERI) Awarded (ERI) Post-Award Research Grants Department INFINITE

FINANCE – Grants Management Grants 21 st January 2015 Research 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 Grants 21 st January 2015 Research 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 Grants 21 st January 2015 Tools – Post Award • • Webfirst reports Local School Admin Sponsor Website/Documentation Research Grants Department Research

FINANCE – Grants Management Grants 21 st January 2015 Research 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 Grants 21 st January 2015 Research 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 Grants 21 st January 2015 Research Common Pitfalls • • • Overspending (Total & Annual budgets) Underspends Extensions Maternity Illness Non-Completion of final reports

FINANCE – Grants Management Grants 21 st January 2015 Research 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 Grants 21 st January 2015 Research 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 Grants 21 st January 2015 Research 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 Grants 21 st January 2015 Any Questions? Research