Element | Problem | How to Address |
---|---|---|
JeS | Grant maintenance requests (grant extensions, communications on staffing issues etc) now have to go to council electronically through JeS | PI should initiate the request and submit through normal submission process in JeS. Requesting a change to your Research Council project (MS Word , 458kb) |
Staffing | Clear trails need to be kept for DI staff working on the grant particularly existing members of staff who are supported on several projects. | Departments need to inform Faculty research support of staff who are working on the grant and any changes. Timesheets for part time DI staff are to be kept. |
Ineligible costs | General office stationery, postage, computer consumables eg Printer cartridges, memory sticks are deemed ineligible | Case for most Councils but check with the Grant coordinator if unsure. |
Charges for items incurred outside of dates of project | Costs can continue to be charged up to 2 months after the project has ended though the costs themselves must relate to the period of the grant. | |
Equipment | Charges made in the last six months of the grant without permission are ineligible costs | PI should submit grant maintenance request through JeS in advance for approval. |
Some Councils require itemisation on final statement | Clear descriptions on Agresso Paper trail to be kept |
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Coding on Agresso | Small consumable items are coded as equipment. | AGRESSO coding needs to be a consumable code if the cost of the item is less than £3k. |
Travel costs | Travel costs charged without a description of dates travelled or name of person travelling. Some councils require itemisation of destination, purpose, dates (ESRC/BBSRC) |
Dates, name of traveller, destination to be included in description box on claim form going to Payments Office |
DA Charges | Budgets not being charged in full for departmental DA costs eg. facilities | Budget should be divided up over project lifetime and charged monthly |
Common Points | Running the grant administration |
Common errors |
Budget management | Under/overspends not identified until the end of the grant | Budget spend analysis completed and sent to PI and dept admin for information of the final grant year. YRAF year to go reminder + Archaeology sample report (PDF , 180kb) |