Help on .... research finance

 

Running your award

Invoices and claims

Research finance are responsible for invoicing the sponsor in accordance with the terms and conditions of the research award. This is done either in the form of an invoice or via a claim form in the format the sponsor chooses.

Invoices and claims are usually in arrears, although they are occasionally done in advance of the research work.

Invoices and claims can be claimed on:

• actual spend
• a set amount per quarter (a profile payment)
• a set percentage of the award on either the actual cost or budgeted amounts
• the work packages completed, for example patient numbers for clinical trials

 

The research contract will detail the type of invoice or claim required and the format this needs to be in. This then determines how your research award is set up in grants management module of uBASE.

Invoices and claims are usually set up at the start of the award and are sent to sponsors either quarterly or annually. These are called interim claims and they are sent out to the sponsor, usually without consultation with departments.

However you may be contacted if:

• spending has not started on your grant and the claim date is due
• there is an overspend on your account and you cannot claim all the items spent
• goods or services have been purchased and we need to check they are within the terms and conditions of the award

 

When research finance are about to process the final invoice or claim, ie the last one before the grant finishes, we will need final approval from the Principle Investigator / Administrator that all expenditure has been incurred.

 

Need help or more information?

Who to contact

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