The Grants module interacts with the Accounts Receivable, Accounts Payable and General Ledger modules, as well as receiving imports from the Inventory module and CHRIS payroll.
At year-end there is a particular emphasis on ensuring exceptions, including funds check failures are clear, items have been cleared from suspense grants, and checking research expenditure has been recorded against the correct grant. As part of the Year-End Certificate sign off process, Heads of Department are asked to sign off on the expenditure by project, covering all projects in their department.
|Tasks required||Final date for completion||Y|
|Review and clear research grant funds check failures and exceptions||Wed 17 Aug|
|Correct research grant VAT errors||Wed 17 Aug|
|Clear suspense grants||Wed 17 Aug|
|Post EC 'PI Time' journals||Wed 17 Aug|
|Process journals for monthly Barclaycard statements||Wed 17 Aug|
|Finalise and release all research grants journals||Fri 19 Aug|
|Module closes to departments at 5pm||Fri 19 Aug|
|Overheads, revenue and the EC FW7 Price Adjustments re-run centrally over weekend||Fri 19 Aug||n/a|
In case of queries please contact the Grants Helpdesk
Clear funds check failures and exceptions
Review and clear any funds check failures and exceptions. Where exceptions exist on awards, exception emails are sent to departments daily.
Correct VAT errors
As advised by the Tax Team, raise grant journals to transfer any VAT errors from the specified General Ledger suspense account onto the grant that they should relate to. For further guidance see here.
Clear suspense grants
Review and clear expenditure posted to suspense grants. Any unresolved items in suspense grants which relate to July 2016 or earlier will be transferred to a departmental overhead GL account (EDAA.FAAE) on 19 August prior to final processing and closure of the grants module. Affected departments will be sent details of the journal.
Post EC 'PI Time' journals
These journals reflect timesheets, as per monthly processes.
Process journals for monthly Barclaycard statements
Finalise and release all Research Grants journals
Departments have two additional days following the closure of the Accounts Payable module to review their grants and post correcting journals as required.
Departments must ensure that all grants journals have been released in order to allow the Grants module processes to be run (eg. costing and funds checking) before the module closes for the year end.
NB: Departments are not required to raise accruals for un-posted July invoices relating to research grants.