Month end grants and CRA function

OK, I'm just going to swap to my slides.

So when does the Grants Module close to departments?

Is actually the third working day at 5:00 o'clock. But what 

you must remember is that the central research accounting

on the beginning of the fourth working day, they just need to

complete the final processes
before they actually close the

Grants Module.

What I want to do is actually

show you the Finance Division webpage.

So this is the home page and want to show you is this Key

Dates and Rates.

If you go onto the Current status of the of the

UFS modules,

it just shows you 

if the module has been closed or not.

So at the moment, Grants is closed for July.

But open for August.

But it's very useful this page because it shows you what's

actually happened to the
other modules.

Month End time table -

I would recommend you to actually print this off and pin

it to your notice board, 

because it shows you when

the modules are closed for the

particular month.

So for August,

it closes on the 3rd of

September. And the GL closes on the 14th of September.

And it shows you that for every month except for July

21, 'cause it's the year end, and then the dates change.

And the last one, the Scheduled central processes,

and for Grants, you would be interested in the monthly payroll,

the overheads, and the non direct costs and pooled labour.

It's useful if your PI comes to you and says, oh I should have

this employee paid via

this specific grant, 

and it's not there, you can actually go onto this web page

to see if

the payrolls been processed for the particular month.

If it has been, then you need to contact the ROO office and

they can investigate why

that person hasn't been put on to that specific grant.

And it's the same that overheads and the non direct

costs and pooled labour, you might find that overheads

haven't been charged for a number of months. Those are

the things that you need to point out to ROO so they

can investigate why, and then, if they're unsure what's

actually happened, they can
contact central research

accounting so we can
investigate.

So if you're unsure what the
central research accounting

does, we actually charge a
number different types of

expenditure onto your grant.

So if one of them is CHRIS

Payroll, that's the staff cost, which is solely

working on to the project.

Other items is like telephones, central support

services and pooled labour.

Some sponsors may
provide a budget for

pooled labour, and normally pooled labour is

on task 2.

But they pay for staff that
cannot be charged directly to

your grant because the work is split within the Department.

So we actually charge a debit to your grant and a credit to

your General Ledger.

Task 100 relates to non direct costs.

And these are the costs that are under

FEC. And [in this case], you should not have an overheads budget.

The other one is Overheads

which mostly relates to EC

and some industry grants.

And that's normally, Overheads are normally awarded as a

percentage of staff costs,

Oh, and/or expenditure.

And the last one - this EC price adjustment for framework 7

price adjustments.

So what happens is the EC wants to see the full costs of the

grant, so they want to see 100%

expenditure, but they do not pay 100%. They actually pay 75% of

task one and 50% of task 2. So we actually process a

reduction every month

to sort that out.

OK, so the expenditure goes into
the grants module and this slide

shows you what happens in the General Ledger.

The credits will go to the specific source of funds and

transaction codes for the expenditure type. So for pooled

labour, it goes to EZZY and transaction code, AZZZ

And just see that non direct cost and overheads go to

separate source of funds and
transaction codes.

Yes! The credit is there for you to spend,

But you need to

refer to your

procedures and maybe speak to your Head of Department

because it is up to the HoD, their discretion, on what you

can use the money for.

OK, so this is exception
reports that your key

contacts get every day.

If you don't see it, if you don't see this report, or you

don't know who gets it, contact us on the ufs_grants

email address and we can add you
onto the list.

But the report is very useful because it shows you

if you've got any Grant journals that

haven't been released, if you got any AP invoices

that haven't gone through,

And then we've got some other transactions that are stuck

like Chris payroll transactions. And you can see

there's a number of reasons

why they have failed.

Just to point out the Resource group, that's the

expenditure category.

Also - insufficient funds exist for this invoice. That

relates to AP invoices that

haven't got enough funds on the Grant

to process this invoice.

And then you've got three "Transaction failed funds check",

That's award level, task level, resource group level. So

all these exceptions will need to be checked and find out

what's actually happening. It
could be that you're waiting for

the budget to be increased, that can be another year's funding to

be added. It could be that that was setup was done incorrectly

because there's there's no
reason why this transaction

should have failed.

So it's a very useful report.