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Module closes at 5 pm on Monday 19 August


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Essential Tasks

Final date for completion

Process monthly Barclaycard statements before AP close, if using this option

Thu 15 Aug

Clear research grant funds check failures and exceptions

Thu 15 Aug

Correct research grant VAT errors up until the end of June

Thu 15 Aug

Clear suspense grants

Thu 15 Aug

Post EC PI Time journals based on timesheets

Mon 19 Aug

Post all research grants journals

Mon 19 Aug


Finance Division key dates for information

Key date

Month End processes completed:

Non-direct costs, pooled labour, apprenticeship levy transfer

Wed 31 Jul

Central processes completed, including overheads

Fri 2 Aug

Fri 9 Aug

Fri 16 Aug

Unreconciled suspense items cleared to institution GL overhead accounts

Fri 16 Aug

Unresolved Fund Check Failures cleared to grant

Mon 19 Aug

Grants expenditure report issued

Thu 1 Aug

Thu 8 Aug

Fri 16 Aug

Tue 20 Aug


It is essential that exceptions are cleared. This includes funds check failures,
suspense grants and expenditure recorded against the incorrect grant​

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 institutions daily. 

Central and Research Accounting (CRA) will clear all fund check failures through to the original coded award unless otherwise notified by 5pm on 16 August. This may result in awards going over budget.

CRA will notify all institutions of fund check failures cleared centrally.

 Correct VAT errors

As advised by the Tax Team, raise grant journals to transfer any VAT errors from the AZZY (Transactions Pending Transfer) Source of Fund.

VAT errors relating to July 2024 will not be posted until Wednesday 28 August. These transactions can remain on AZZY and transferred to the Grants Module in the August 2024 period:

Further information and guidance is available from the Finance Division>Training> Guidance & FAQs webpage, Monthly VAT corrections

Clear suspense grants

Review and clear expenditure posted to suspense grants by 15 August.

Notify Central and Research Accounting of any suspense account items which are research related and are waiting for the grant(s) to be set up by the Research Operations Office.

Any unresolved items in suspense grants which relate to July 2024 or earlier will be transferred to a institution overhead GL account (source of fund: EDAA) on 16 August. Affected institutions will be sent details of this journal.

Post EC PI Time journals

These journals reflect timesheets, as per monthly processes, and should be posted by 19 August

Timesheets should be completed for previous months before the year end period and the relevant journals posted timeously

Further information and guidance is available from the Finance Division>Training> Guidance & FAQs webpage, Timesheets

Finalise and release all Research Grants journals

Institutions have two additional days following the closure of the Accounts Payable module to review their grants and post correcting grants journals as required.

Institutions must ensure that all grants journals have been released in order to allow the Grants module processes to be run (e.g. costing and funds checking) before the module closes for the year end.

NB:    Institutions are not required to raise accruals for un-posted July invoices relating to research grants as this will be done by Central and Research Accounting.  Please notify Central and Research Accounting of any single items over £10,000.

Research Grant expenditure reporting

Research Grant expenditure reports are distributed as detailed below. The report provides a listing of expenditure in the financial year, but is also available to be run from Cognos on an adhoc basis (Year End Grant Report)

Date Report

Thu 1 Aug

1st Interim

Thu 8 Aug

2nd Interim

Fri 16 Aug

3rd Interim (after AP has closed)

Tue 20 Aug

Final (after GMS has closed)

In case of queries please contact the Research Grants Helpdesk Tel. 64796



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