costing your grant - a presentation
TRANSCRIPT
Costing Your GrantDave Windridge, Finance Office
Research Finance Structure
Research Finance is split into 5 teams
Including 2 teams for MDS
Plus 1 team solely for EU Framework Funding
Each team is headed up by a Team Leader supported by a group of Accounting Assistants.
Who are your Research Finance Contacts?
CANCER SCIENCES
DJAA CANCER SCIENCES Emma Yates
DJAB CLINICAL TRIALS: CCTU Tamara Jordan
DJAC CLINICAL TRIALS: BCTU Toni-Anne Seymour
DJAD NMR Emma Yates
CLINICAL & EXPERIMENTAL MEDICINE
DLAB CARDIOVASCULAR AND RESPIRATORY SCIENCES Jo Hawkins
DLAC ENDOCRINOLOGY Jo Hawkins (Temporary)
DLAD NEUROSCIENCE Dave Windridge (Temporary)
DLAE PHARMACOLOGY Dave Windridge
DLAF NEUROPHYSIOLOGY Dave Windridge (Temporary)
DLAG REPRODUCTION, GENES & DEVELOPMENT Dave Windridge/Joanne Hawkins
DLAH MEDICAL SCIENCE & EDUCATION Dave Windridge
DENTISTRY
DNEN DENTISTRY Mike Jones (Temporary)
HEALTH & POPULATION SCIENCES
DMAB PRIMARY CARE CLINICAL SCIENCES Sukhdev Mann
DMAC OCCUPATIONAL & ENVIRONMENTAL MEDICINE Toni-Anne Seymour
DMAD PUBLIC HEALTH, EPIDEMIOLOGY & BIOSTATISTICS Chris Purvis
DMAE HEALTH ECONOMICS Toni-Anne Seymour
DMAG NURSING & PHYSIOTHERAPY Toni-Anne Seymour
IMMUNITY & INFECTION
DKAA IMMUNITY & INFECTION Mike Jones/Joanne Hawkins
EU Framework & AWM
ALL SCHOOLS Juliet Ralphs
Contact details
CONTACT EXTENSION E-MAIL
Medical & Dental Sciences (1)
Dave Windridge - Team Leader 46078 [email protected]
Joanne Hawkins 43021 [email protected]
Mike Jones 45332 [email protected]
Vacant 58209
Medical & Dental Sciences (2)
Craig Maskell - Team Leader 46097 [email protected]
Tamara Jordan 48482 [email protected]
Toni-Anne Seymour (Wed - Fri only) * 48178 [email protected]
Sukhdev Mann 46103 [email protected]
Chris Purvis 46104 [email protected]
Emma Yates 45316 [email protected]
EU Framework & AWM
Juliet Ralphs - Team Leader 58202 [email protected]
EU Costings [email protected]
* Toni-Anne Seymour's out of office will point you to the correct contact on Monday/Tuesday for urgent queries only.
Request for Costings
Speak with your Research Facilitator
Send a costing request to your Research Finance contact
Please plan in order to allow time to receive your costing
Research Finance aim to turnaround costing requests within 3 working days
Research Finance will provide Staff Costings and applicable Overheads
Your Research Facilitator will support with non-staff costs
Information required by Research Finance to produce a Costing
Planned Project Start Date and Duration
Funder and Funding Stream (ideally with a weblink)
Names OR Grade and Spine Point for all staff
FTE, Start date and Duration of all staff
Ball park non-staff figure
A costing template is available if required to guide you through the process. This can be supplied by either your Research Facilitator or Research Finance contact
What will you receive?
A costing output schedule detailing all the staff requested including employers NI and Superannuation
The costing output should be in an appropriate format for you to complete the application form
It will include either an overhead as a fixed %, or Estates and Indirect Costs dependant on the Funder’s rules
Full Economic Costing (fEC)
fEC refers to the “true” costs of carrying out research activities and therefore requires careful consideration of the amount of staff effort to be engaged in Research projects.
fEC – Cost Categories
There are four cost categories we consider when calculating fECnamely:
Directly Incurred
Directly Allocated
Indirect Costs
Exceptional Items
Calculating Estates and Indirect Costs
Estates and Indirect Costs are calculated based on the Research Staff effort employed on a Research project (FTE per annum)
Calculated by multiplying the staff FTE per annum by the following current rates:
Non Laboratory Based Estates = £7513
Lab-Based Estates = £16,175
Indirect Costs = £40,099
Example
e.g. A standard 3 year Research grant in a Lab-based School employing:
a Post-doctoral Researcher full time
a Principal Investigator with 10% effort input
For 3 years this totals 3.30 FTE
Example Continued
Using the current rates from the earlier slide this calculates the following costs:
Lab-based Estates
3.30 x £16,175 = £53,378
Indirect Costs
3.30 x £40,099 = £132,327
Which Funders pay fEC?
In the main fEC is paid by Research Councils and Government Bodies @ 80% fEC
These funders may not apply fEC to certain funding streams it is crucial therefore that funding guidance is referred to
Where the funder does not specify fEC it is down to the institutions discretion as to the overhead rate to apply
MDS applies a rule of the higher of fEC or 50% of all direct staff costs
Who pays the other 20% on a 80% fEC funded project?
In short the University
Your project needs to be adequately costed in order that there is sufficient Investigator, Estates and Indirect Costs included in order to cover the 20% unfunded element
Is the 20% enough?
In short NO
As well as covering the 20% element the Estates and Indirect Costs have to cover a number of other things
So what do Estates and Indirect Costs cover?
ESTATES
Rent and RatesUtilitiesBuilding repairs and maintenanceGrounds maintenanceCleaning and waste disposalEstates management servicesSecurity and porteringPost roomTelephonesTransport costsProfessional services including insuranceTechniciansDepreciationInfrastructure adjustmentReturn for Finance & Investment – Asset
Based Element Only
INDIRECT COSTS
Central LibraryCentral computingFinancePro-vice ChancellorsHuman Relations / PersonnelMarketingRegistry / planningVice ChancellorSport and recreationStudents GuildPensionsEstates cost of supportSchool supportOther expenditureReturn for Financing & Investment – Expenditure
Based Element Only