The University of Sheffield
Finance

Help on .... research finance

 

Getting started

Setting up your research award in uBASE

Congratulations on your successful research award.

The award letter from your sponsor and relevant paperwork is passed to research finance from the Research Office. This is known as a 'Handover'.

Research Finance will set up the account in uBASE to enable you to monitor and control your spending and for research finance to produce invoices and claims on your behalf.

Once this is set up we will email the principle investigator, co-investigators, administrator and Head of Department with an award letter. This details your research grant and includes a copy of the award letter from the sponsor (with the exception of charity awards as the department usually has a copy).

Once you receive your email or letter, please check your award has been set up as per your requirements and check the budget and terms and conditions from your sponsor – sometimes budgets are cut by the sponsor or specific conditions are required.

We set up the account in different parts of uBASE and URMS.

  1. The grants management part of the system details the sponsor, billing details, sponsored classes ie the type of expenditure that is allowed, the posting dates and who automatic budget emails will go to.
  2. The project management part of the system defines the cost centre & profit centre for the award, the responsibility and applicant details for purchase ordering and the hierarchy of the grant if there are multi sponsors or multi departments.
  3. The budget is set up in grants management.
  4. The claims and award details are set up in URMS. Research finance uses this part of the system to monitor all the due dates of invoices, final claims, reports and letters.

 

You can find out more about using the correct codes in the different parts of uBASE. The downloadable document at the top right of this page illustrates how to access basic grant information in uBASE.

Some awards are more complex and we may need additional information from you if they have:

 

Need help or more information?

Who to contact
Please contact a member of the research finance team who will assist with your query.