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Research Grants

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Title: Research Grants


1
Research Grants Contracts Office
  • Research Funding
  • Faculty of Lifelong Learning
  • Liz Francis
  • George Eyre

2
FLL Research Funding Workshop
  • About research projects and the RGCO
  • Submitting applications Help from RCGO, pFACT,
    Full Economic Costing
  • Administering awards
  • Birkbecks research projects

3
Characteristics of Research Projects
  • Specific objectives and aims to carry out a
    piece or programme of research
  • Fixed or maximum budget
  • Defined time period
  • Linked to research outputs or deliverables
  • Grants vs Contracts

4
Research Grants Contracts Office (RGCO)
  • The RGCO, part of Finance Dept, provides
    administrative, financial and support services
    related to externally funded research projects
  • Pre award funding information, help with
    applications, approval, contract negotiation
  • Post award project accounting, approval of
    posts, allocation of overheads, financial
    reporting, contracts with partners
  • Policy development
  • Management information
  • Training and events

5
Research Grants Contracts Office structure

Peter Westley Director of Finance
Liz Francis Head of RGCO
Theresa Ball Costing Pricing Accountant
Craig Bryce Deputy Head
Sharon Bell Research Accounts Officer
George Eyre Research Support Officer
Rassi Pelpola Research Accounts Assistant
Marion Barthram Research Grants Assistant
6
Research Grants Contracts Office structure

Liz Francis Head of RGCO
Craig Bryce Deputy Head
Sharon Bell Research Accounts Officer
George Eyre Research Support Officer
Rassi Pelpola Research Accounts Assistant
Marion Barthram Research Grants Assistant
Funding Information
7
Research Grants Contracts Office structure

Applications
Liz Francis Head of RGCO
Craig Bryce Deputy Head
Sharon Bell Research Accounts Officer
George Eyre Research Support Officer
Rassi Pelpola Research Accounts Assistant
Marion Barthram Research Grants Assistant
8
Research Grants Contracts Office structure

Liz Francis Head of RGCO
Project Accounting
Craig Bryce Deputy Head
Sharon Bell Research Accounts Officer
George Eyre Research Support Officer
Rassi Pelpola Research Accounts Assistant
Marion Barthram Research Grants Assistant
9
Funding Information
  • Provision of advice and information about funding
    opportunities
  • Email bulletin to academic and research staff on
    current funding opportunities
  • Forthcoming deadlines and links to schemes on
    RGCO website
  • Advice can be provided on an individual basis
  • www.ResearchResearch.com
  • Funders websites / visits from funding bodies

10
Help with Applications (1)
  • Costing salaries and overhead-type costs
    completed on web-based costing system pFACT
  • Internal approval done using workflow system on
    pFACT
  • Electronic submission may need to set up an
    account, e.g Research Councils Joint Electronic
    Submission Je-S system
  • Contractual arrangements, VAT
  • Get the finances right contact Research Grants
    well before deadline

11
Help with Applications (2)
  • Joint/Collaborative Research Grant Applications
    we can liaise with other institutions to get a
    proper costing for that institutions part in a
    joint grant application. But this does take more
    time than a non-collaborative research grant
    costing so please give the RGCO more time to
    process these types of applications. Proper
    quotes mean it is easier when an award is given
    to then pass on those costs to the collaborating
    institution.
  • Outline Grant Applications if a grant
    application has costs written in into - it must
    be approved and approved by the College even if
    they are called outline grant applications. If
    they have no costs written in, they do not need
    to be approved by the College.

12
Full Economic Costing (FEC)
  • Introduced by the Government in 2005
  • Used as basis to cost research projects, but very
    few funders will pay 100 of FEC
  • Research Councils pay 80 of FEC
  • Other funders pay according to their own terms
    and conditions

13
What makes up FEC?
  • Directly Incurred (DI) costs
  • Directly Allocated (DA) costs
  • Indirect costs
  • Exceptional items e.g. project studentships
  • Research Councils will pay 80 of DI, DA and
    Indirect Costs 100 of Exceptional Items

14
Directly Incurred costs
  • Project dedicated staff e.g. Research Assistants
  • Travel and subsistence
  • Consumables
  • New equipment, up to 50,000
  • These are actual costs, can vire between
    headings

15
Directly Allocated costs
  • PI costs based on max 1650hrs/yr
  • Estates costs Premises costs, cost per FTE of
    academic and research staff, current rate for
    office-based research is 5,449
  • Shared staff time, e.g. support staff who work
    across more than one project
  • These are based on estimated costs, not actual
  • Directly Allocated costs cannot be vired

16
Indirect Costs
  • Costs that are incurred by the College in
    providing the necessary infrastructure and
    support for the project. This includes central
    services such as recruitment, personnel,
    financial accounting and payroll services
    central provision of libraries computing
    services committees and departmental support.
  • cost per FTE of academic and research staff,
    currently 33,208

17
Salary costs (1)
  • Salary costs are the payroll cost to the College,
    inc. employers NI and pension, e.g. RES2 pt 31
  • Annual Salary 30,594
  • London Allow 2,907
  • National Insurance 2,527
  • Pension scheme 4,690
  • TOTAL annual cost 40,718

18
Salary costs (2)
  • What is the appropriate salary scale? May need to
    contact HR
  • London Allowance?
  • Full-time or part-time?
  • Start and end dates?
  • Incremental date (1 Oct)
  • Which funder?
  • Inflation?

19
Salary costs (3)
  • Principal Co-investigators time
  • Research Assistants
  • Technical and Admin staff
  • Hourly rates may apply for small grants School
    to advise
  • Possible need for timesheets, e.g. EU

20
Non-salary costs
  • Travel and subsistence for fieldwork, visiting
    colleagues, other premises, conferences Project
    workshops, meetings, dissemination Office
    consumables (stationery etc) Photocopying and
    printing Post, phone, fax Specialist books and
    journals Computer software and consumables
    Laboratory consumables/materials Subscriptions
    Equipment and any special adaptations needed for
    its use Insurance and maintenance for special
    equipment Advertising and recruitment of new
    posts Casual/agency assistance e.g. for data
    entry, transcription, translation Consultants'
    fees or bought in services 

21

22
Approval of Applications
  • As laid out in the Financial Regulations, all
    research applications need to go through an
    internal approval process prior to be submitted
    to a funder
  • The approval stages are
  • RGCO
  • Head of School
  • College Secretary/Director of Finance
  • This is done using the pFACT system

23
Why have an approval system?
  • Funders need to know that the project has the
    backing of the College, and that space/facilities
    will be made available should it be funded
  • The College needs to know what activities its
    staff are engaging in
  • Costs and commitments are properly controlled

24
http//pfact.bbk.ac.uk/login.aspx
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Result of Application?
  • If you are notified directly of the outcome of an
    application, please copy to the RGCO
  • Details of all application outcomes kept on RGCO
    database
  • All awards checked against the original
    application
  • Successful applications an announcement letter
    is issued by RGCO giving details of the account
    code and budget

33
Approval of posts
  • All appointments to posts funded by external
    research grants need to be approved by the RGCO,
    to check against award and budget available
  • Requests for staff appointments are made by the
    grantholder/School to HR. The HR team then asks
    the RGCO for confirmation that there is
    sufficient funds in place for the appointment
    requested.

34
Project Accounting 1
  • Day-to-day management of award is the
    grantholders responsibility
  • School Administrators have access to online
    financial reports, must give these to the
    grantholder on a regular basis
  • Coding and approving expenditure supplier
    invoices and expense claims
  • Expenditure must relate to the project

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Project Accounting 2 RGCO
  • Quarterly reconciliation of expenditure on all
    grants
  • Preparation on invoices, claims and statements
  • Replies to queries about project finances
  • Journal charges to account codes and allocation
    of academic staff and overheads to College
    School accounts
  • Final reports to funders
  • Closing accounts

38
Closing ProceduresFinal Reports
  • Most funding bodies require award holders to
    submit final reports on their research projects,
    detailing both the outcomes of the research and
    the funds expended. Towards the end of each
    research grant/contract, the RGCO will issue a
    reminder to the award holder regarding the
    submission of their final report, and copy this
    to the School Administrator.
  • Please ensure that award holders in your School
    submit these reports on time, as often there are
    financial penalties for late or missing reports.

39
Closing Procedures Project Accounting
  • What happens if an award is under spent?
  • Any funds remaining on the grant/contract at the
    end of the award will usually be returned to the
    funding body by RGCO unless the grant/contract is
    fixed price, or the rules of the funding body
    permit under spends to be retained. Where funds
    can be retained the RGCO will request a School
    account code from the School Administrator, to
    transfer the unspent funds to.

40
Closing Procedures Project Accounting
  • What happens if an award is over spent?
  • Expenditure in excess of awarded funds, or the
    charging of ineligible costs to research account
    codes is not permitted. Any overspends which do
    occur must be paid for from School funds the
    RGCO will request a School account code to
    transfer the overspend to. Note that this also
    applies to expenditure incurred outside the
    period of award.
  • Please help us by responding promptly to requests
    for School codes, especially towards the end of
    the financial year.

41
07/08 Research projects
  • Research Income 10,784,114
  • 230 active research projects, throughout all
    Schools
  • 78 of which were joint projects, 35 led by
    Birkbeck
  • 60 different funding bodies

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Research applications
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Further information
  • www.bbk.ac.uk/rgco
  • Finance Dept Handbook for School Administrators
  • Funders websites
  • Contact us!
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