Research Grants (GMS)

Module closes at 5 pm on Tuesday 19 August

On this page:

Essential tasks	Final date for completion
Clear research grant funds check failures and exceptions	Fri 15 Aug
Correct research grant VAT errors up until the end of June	Fri 15 Aug
Clear suspense grants	Fri 15 Aug
Post EC PI Time journals based on timesheets	Tue 19 Aug
Post all research grants journals	Tue 19 Aug

Finance Division activities - for information	Key date
Month End processes completed: non-direct costs, pooled labour, apprenticeship levy transfer	Thu 31 Jul
Central processes completed, including overheads	Fri 1 Aug Fri 8 Aug Fri 15 Aug
Unreconciled suspense items cleared to institution GL overhead accounts	Mon 18 Aug
Unresolved Fund Check Failures cleared to grants	Tue 19 Aug
Grants expenditure report issued	Fri 1 Aug Fri 8 Aug Mon 18 Aug Wed 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 funds.

VAT errors relating to July 2025 will not be posted until 28 August. These transactions can remain on AZZY and transferred to the Grants Module in the August 2025 period.

Further information on monthly VAT corrections [1]

Clear suspense grants

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

Notify CRA [2] 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 2025 or earlier will be transferred to a institution overhead GL account (source of fund: EDAA) on 18 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

EC PI further information and guidance [3]

Finalise and release all Research Grants journals

Institutions have two additional days following the closure of the Accounts Payable module on 15 August to review their grants and post correcting grants journals as required.

Institutions must ensure that all grants 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 [2] of any single items over £10,000.

Research Grant expenditure 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 [4])

Date	Report
Fri 1 Aug	1^st Interim
Fri 8 Aug	2^nd Interim
Mon 18 Aug	3^rd Interim (after AP has closed)
Wed 20 Aug	Final (after GMS has closed)

In case of queries contact the Research Grants Helpdesk [5]