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