financial management training research finance
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Financial Management Training Research Finance. Research Finance. What will we cover?. Introduction to The Research Finance Office. Research at Queen’s Corporate Plan 2011-2016 Objectives. Research & Enterprise/Research Support Office The Support Provided. - PowerPoint PPT PresentationTRANSCRIPT
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Financial Management TrainingResearch Finance
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Research Finance
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What will we cover?
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3. Post-award finance administration
2. Pre-award finance administration
1. Introduction to the Research Finance Office
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Introduction to The Research Finance Office
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Research at Queen’sCorporate Plan 2011-2016 Objectives
• To offer an exceptional student experience and high quality education, leading to improved progression, attainment and excellent career opportunities for our graduates
Strategic Priority 1
• To enhance internationally recognised, globally competitive and sustainable research areas
Strategic Priority 2
• To grow an efficient, effective and sustainable enterpriseStrategic Priority 3
• To develop global citizens and address international challenges
Strategic Priority 4
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Research & Enterprise/Research Support OfficeThe Support Provided
Research and
Enterprise
Research Finance Office
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Research & Enterprise/Research Finance OfficeThe Support Provided
Need to identify potential sources of funding
Need assistance with writing a funding application,
legal/contractual issues etc.
In relation to applying for research funding…if you….
R&E
Confirm that meet eligibility criteria for funding
Build cost for research application
RFO• Pre and post-award financial advice
• Applying governance process
• Claims and financial reporting process
• Research Development
• Business Alliance
• Research Governance
• Research Policy
• Commercial Development
• Consultancy
• Contracting • KTP and Networking
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Focus on Research GrantsLifecycle pre-award
Application and costing
Write research proposal
Approval Submission NotificationContract / Letter of
Offer
Pre-award finance administration
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Pre-award administrationWho is involved?
Pre-award administration
Research Finance Office
Research and Development
Business Alliance
Commercial Development
RSO
Research & Enterprise
Contracts and IP
Governance and Ethics
KTP business & networks
Research Policy
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Focus on Research GrantsLifecycle post-award
Post-award finance administration
Project set-up
Agree budget
Prepare claimsAudit and
vouching, credit control
Final claim and project closure
Financial Management
Research and Output
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Post-award administrationParties involved
Project
RFO/Finance
HR
Partner
R&E
School
Estates
Funders
Auditors
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Post-award administrationLink to wider Finance Directorate
RFO
Income
Payments
Salaries
Financial Systems
Accounting Services
Purchasing
Capital and Costing
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Pre-award finance administration
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Focus on Research GrantsLifecycle pre-award
Pre-award finance administration
Application and
costing
Write research proposal
Approval Submission NotificationContract / Letter of
Offer
Approved RGAS form
(research grant application summary)
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Resources required
Application and
costing
Write research proposal
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Cost versus Award ValueWhat’s the difference?
Directly Incurred Costs
Directly Allocated Costs
Indirect Costs
FECFull economic
cost Directly Incurred Costs
?
?
Award Value
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Different Types of CostsWhat falls into each category?
• Directly linked to the project. If you did not undertake the research the University would not incur these costs.
Directly incurred costs
• Not directly linked to one specific project but are related to research. These costs are calculated based on making certain assumptions about the nature of the costs.
Directly allocated costs
• Cannot be directly linked to a research project but are necessary to run the University.
Indirect costs
salary of an additional researcher, laboratory consumables, travel
costs
share of PI/CI time
contribution to all other central overheads e.g.
support functions, estates
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Approach to costing
Once you have FEC….Funder Income Template Summary Information
Use pFACT to calculate FECInput direct costs Input staff time pFACT calculates
indirect/estates costs
Costing principleFEC, applying TRAC principles
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pFACTHow does it work in practice?
• University’s web based research costing systemWhat is it?
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FEC vs Award ValueExample
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Cost versus Award ValueThe importance of Full Economic Costing
FEC Award Value
Should we continue with application?
RGAS form
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Focus on Research GrantsLifecycle pre-award
Pre-award finance administration
Application and costing
Write research proposal
Approval Submission NotificationContract / Letter of
Offer
Approved RGAS form
Accept - RAF
Decline
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Reporting of Research Application ActivitySystems used
Finance Dashboard
Academic CV
Research Grants
Database
PURE
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Finance DashboardResearch Applications
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Finance DashboardResearch Applications
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Finance DashboardResearch Awards
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Finance DashboardResearch Awards
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Focus on Research GrantsLifecycle pre-award
Pre-award finance administration
Application and costing
Write research proposal
Approval Submission NotificationContract / Letter of
Offer
Approved RGAS form
Accept – RAF
Decline
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Research Award Form
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Putting it all togetherFEC/Award Value/Budget
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Putting it all togetherFEC/Award Value/Budget
* With the exception of equipment funded at 50% of FEC
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Putting it all togetherFEC/Award Value/Budget
shortfall in funding of direct costs
£75,000
* With the exception of equipment funded at 50% of FEC
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Putting it all togetherFEC/Award Value/Budget
* With the exception of equipment funded at 50% of FEC
transfer£75,000
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Putting it all togetherFEC/Award Value/Budget
* With the exception of equipment funded at 50% of FEC
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RAF
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Post-award finance administration
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Focus on Research GrantsLifecycle post-award
Post-award finance administration
Project set-up
Agree budget
Prepare claimsAudit and
vouching, credit control
Final claim and project closure
Financial Management
Research and Output
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Project set-upR code
All information relating to finance and administration sent to RFO
RFO will liaise with PI to ensure appropriate administrative
arrangements are put in place
Trigger for QFIS project set up – R code
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Agreeing the budgetWhere the money goes
pay
non-pay
o/heads
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Managing your research budgetsWho does what?
• Ongoing monitoring of costs compared with budget• Monitoring cash position in parallel (income received from funder)• Finance dashboard summary report for each R project updated on monthly basis• RSO’s provide written commentary on R projects in School on quarterly basis
RFO
• Review budgets for their area on regular basis, following up on areas of concern
Head of School/School manager
• Review budget on a regular basis • Ongoing access to live reports through QOL
PI
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How to manage your research budgetsWhat reports are available?
• Reports that show all R projects within the School, giving summary information
Head of School
• Via QOL and PURE can see reports for projects that you are named onPI
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Sample reportsResearch Management
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Sample reportsResearch Management
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Claims processHow is income profiled?
• There are a number of ways that sponsors can profile income….
All upfront Split evenly over the life of the project
Initial large advance instalment, then split
over life of project
To match expenditure incurred on project
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Claims processAudit and vouching
• Typically RFO need to prepare claims or issue invoices to the sponsor
• Sponsor needs to confirm that costs are real, actual and relevant to the project
• The level of audit and vouching of claims depends on the sponsor, ranging from
– Visiting University every 3-4 years for ~1 week to test systems etc., looking for evidence that well equipped to manage funds
– Requiring an independent audit on each claim which is then verified by the sponsor and may be subject to further audit
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Summary – key pointsPre-award finance administration
Variety of expert support available from R&E and RFO
Costing using FEC principles ensure the viability of individual projects sustainability of the School and wider University
RGAS form: Key control 1
Important to communicate outcome of application to RFO
Importance of contract/letter of offer
RAF: Key control 2
Information on applications and awards available
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Summary – key pointsPost-award finance administration
Agreeing budget and project set up
Roles and responsibilities in relation to financial management – RFO there to support
RFO report on budget to various parties
Importance of claims, audit and vouching
Final reporting, closing the project