|Element||Problem||How to Address|
|JeS||Grant maintenance requests (grant extensions, communications on staffing issues etc) now have to go to council electronically through JeS||PI should initiate the request and submit through normal submission process in JeS.
Requesting a change to your Research Council project (MS Word , 458kb)
|Staffing||Clear trails need to be kept for DI staff working on the grant particularly existing members of staff who are supported on several projects.||Departments need to inform RGO of staff who are working on the grant and any changes. Timesheets for part time DI staff are to be kept.|
|Ineligible costs||General office stationery, postage, computer consumables eg Printer cartridges, memory sticks are deemed ineligible||Case for most Councils but check with RGO if unsure.|
|Charges for items incurred outside of dates of project||Costs can continue to be charged up to 2 months after the project has ended though the costs themselves must relate to the period of the grant.|
|Equipment||Charges made in the last six months of the grant without permission are ineligible costs||PI should submit grant maintenance request through JeS in advance for approval.|
|Some Councils require itemisation on final statement – check with RGO||Clear descriptions on Agresso
Paper trail to be kept
|Coding on Agresso||Small consumable items are coded as equipment.||AGRESSO coding needs to be a consumable code if the cost of the item is less than £3k.|
|Travel costs||Travel costs charged without a description of dates travelled or name of person travelling.
Some councils require itemisation of destination, purpose, dates (ESRC/BBSRC)
|Dates, name of traveller, destination to be included in description box on claim form going to Payments Office|
|DA Charges||Budgets not being charged in full for departmental DA costs eg. facilities||Budget should be divided up over project lifetime and charged monthly|
|Common Points||Running the grant administration||
|Budget management||Under/overspends not identified until the end of the grant||Budget spend analysis completed and sent to PI and dept admin for information of the final grant year.
YRAF year to go reminder + Archaeology sample report (PDF , 180kb)