Athena Swan Grants Management Jennifer McCluskey – Research Liaison Manager FINANCE –Grants Management Research Grants 21 ST January 2015

Research Grants - Context 24 Staff (22.6 fte) £200m Research Income Research Grants More than 350 Funders 22 Schools Over 750 Principal Investigators FINANCE –Grants Management Research Grants 21 st January 2015

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

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 21 st 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 21 st January 2015

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

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