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Module closes at 5 pm on Wednesday 17 August


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Essential Tasks

Final date for completion

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

Mon 15 Aug

Clear research grant funds check failures and exceptions

Mon 15 Aug

Correct research grant VAT errors up until the end of June

Mon 15 Aug

Clear suspense grants

Mon 15 Aug

Post EC PI Time journals based on timesheets

Wed 17 Aug

Post all research grants journals

Wed 17 Aug


Finance Division key dates for information

Key date

Month End processes completed:

Non-direct costs, pooled labour, apprenticeship levy transfer

Fri 29 Jul

Central processes completed, including overheads

Fri 5 Aug

Fri 12 Aug

Wed 17 Aug

Unreconciled suspense items cleared to department GL overhead accounts

Tue 16 Aug

Unresolved Fund Check Failures cleared to grant

Wed 17 Aug

Grants expenditure report issued

Mon 1 Aug

Mon 8 Aug

Tue 16 Aug

Thu 18 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 departments daily.

Central and Research Accounting (CRA) will clear all fund check failures through to the original coded award unless otherwise notified by 5pm on 15 August. This may result in awards going over budget.

CRA will notify all departments 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 2022 will not be posted until Thursday 25 August. These transactions can remain on AZZY and transferred to the Grants Module in the August 2022 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 2022 or earlier will be transferred to a department overhead GL account (source of fund: EDAA) on 16 August. Affected departments 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 17 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

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

Departments 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: Departments are not required to raise accruals for un-posted July invoices relating to research grants.

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

Mon 1 Aug

1st Interim

Mon 8 Aug

2nd Interim

Tue 16 Aug

3rd Interim (after AP has closed)

Thu 18 Aug

Final (after GMS has closed)

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



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