Research Grants (GMS)

Research Grants Module closes Thursday 20 August

Contents

Essential tasksFinal date for completion
Clear research grant funds check failures and exceptions and Unresolved Fund Check Failures cleared to GrantTue 18 Aug
Correct research grant VAT errors up until the end of JuneTue 18 Aug
Clear suspense grants on Grants moduleTue 18 Aug
Post EC 'PI Time' journals based on timesheets on Grants moduleThu 20 Aug

Post all research grants journals

Thu 20 Aug
Review final grants position BEFORE 5pmThu 20 Aug

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Finance Division activities - for informationKey date
Apprenticeship levy removed from non-eligible research grantsTue 28 Jul
Month End processes completed: non-direct costs, pooled labourFri 31 Jul
Unreconciled suspense items cleared to institution GL overhead accountsTue 18 Aug
Unresolved Fund Check Failures cleared to grantsTue 18 Aug
Overheads and revenue re-runThu 20 Aug
Central processes completed, including overheads posted

Fri 31 Jul

Fri 7 Aug

Fri 14 Aug

Wed 19 Aug

Grants expenditure report issued

Fri 31 Jul

Mon 10 Aug

Wed 19 Aug

Fri 21 Aug

It is essential that exceptions are cleared. This includes funds check failures,


suspense grants and expenditure recorded against the incorrect grant​

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Clear funds check failures

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 18 August This may result in awards going over budget.

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

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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 funds.

VAT errors relating to July 2026 will not be posted until 28 August. These transactions can remain on AZZY and transferred to the Grants Module in the August 2026 period.

Further information on monthly VAT corrections

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Clear suspense grants

Review and clear expenditure posted to suspense grants by 19 August.

Notify CRA 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 (ROO).

Any unresolved items in suspense grants which relate to July 2026 or earlier will be transferred to an institution overhead GL account (source of fund: EDAA) on 18 Aug. Affected institutions will be sent details of this journal.

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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 without delay.

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Finalise and release all Research Grants Journals

Institutions have two additional days following the closure of the AP module to review their grants and post correcting grants journals as required by the end of 20 August.

Institutions must ensure that all grant journals have been released to allow the running of the Grants module processes (for example, 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 CRA.  Notify CRA of any single items over £10,000.

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Research grant expendiure reporting

The Research Grant expenditure reports provides a listing of expenditure in the financial year. The reports are distributed as detailed below but can also be run from Cognos on an ad hoc basis (Year End Grant Report)

DateReport
Fri 31 Jul1st Interim
Mon 10 Aug2nd Interim
Wed 19 Aug3rd Interim (after AP has closed)
Fri 21 AugFinal (after GMS has closed)
 
In case of queries contact the Research Grants Helpdesk or Tel: 65999 Option 5 then 2

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