Research Grants (GMS)

Module closes at 5 pm on Wednesday 18 August

On this page:
Essential tasks Key dates Clear funds check failures and exceptions Correct VAT errors	Clear suspense grants Post EC PI Time journals Finalise and release all Research Grants journals Research Grant expenditure reporting

Essential Tasks	Final date for completion	✓
Process monthly Barclaycard statements before AP close, if using this option	Mon 16 Aug
Clear research grant funds check failures and exceptions	Mon 16 Aug
Correct research grant VAT errors up until the end of June	Mon 16 Aug
Clear suspense grants	Tue17 Aug
Post EC PI Time journals based on timesheets	Wed 18 Aug
Post all research grants journals	Wed 18 Aug

Finance Division key dates for information	Key date
Month End processes completed: Non-direct costs, pooled labour, apprenticeship levy transfer	Fri 30 Jul
Central processes completed: Overheads, EC Price Adjustments	Fri 6 Aug Fri 13 Aug Thu 19 Aug
Unreconciled suspense items cleared to department GL overhead accounts	Wed 18 Aug
Unresolved Fund Check Failures cleared to original grant and departments notified	Wed 18 Aug
Grants expenditure report issued	Mon 2 Aug Mon 9 Aug Tue 17 Aug Thu 19 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 Wednesday 18 August
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 2021 will not be posted until Thursday 26 August. These transactions can remain on AZZY and transferred to the Grants Module in the August 2021 period. For further guidance see here. [1]

Clear suspense grants

Review and clear expenditure posted to suspense grants by 17 August. Please notify Central and Research Accounting of any suspense account items, which are research related and are waiting for the Research Office to set up Research Grants. Any unresolved items in suspense grants which relate to July 2020 or earlier will be transferred to a department overhead GL account (source of fund: EDAA) on 18 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 18 August. Timesheets can be completed for previous months before the year end period and the relevant journals posted. For further guidance, see here [2].

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 [3])

Date	Report
Mon 2 Aug	1^st Interim
Mon 9 Aug	2^nd Interim
Tue 17 Aug	3^rd Interim (after AP has closed)
Thu 19 Aug	Final (after GMS has closed)

In case of queries please contact the Research Grants Helpdesk [4] Tel. 64796