date: Tue Dec 16 16:43:40 2008 from: Phil Jones subject: Re: Invoice to University of Reading on R14665 to: ian renfrew Ian, I passed this onto you. If you have a research grant then you have to sign for things like this. What you have to do this time is just to sign it to say the goods or whatever have been received. I used to be able to do this for Nathan's grant, but it seems I can't now. I am already a signee on all grants, but since recently this has been restricted to just my grants. I complained about this, but was told I had to fill in a separate form for each grant! You should be able to look at this grant on the PMA system as I can't. But, I bet no-one in SCI Finance knows Nathan has left! Sorry to drop this on to you. I thought you were a signatory. Cheers Phil At 16:26 16/12/2008, you wrote: Dear Finance people, Can someone tell me what the conclusion of all this was? In plain english please. I've just received an invoice from Reading. Should I throw it in the bin? Or pass to someone - if so who. I am not qualified to sign it, as the expenses are not something I can check. thanks Ian Doyle Richard Dr (RBS) wrote: Yes and this is exactly what has happened with this grant. All costs for Reading and BAS were split out in the budget headings. So far there is no spend under these collaborator "W" headings. It seems to me that any invoices from Reading or BAS not charged to the "W" headings should be recharged as appropriate, by the school/faculty. Future invoices from the collaborators should be charged to the appropriate heading, as is the normal procedure. Richard __________________________________________________________________ *Dr Richard Doyle, Research Contracts Associate* University of East Anglia *Tel:* 01603 591483 | *Fax:* 01603 591550 *Email:* richard.doyle@uea.ac.uk |* Web:* [1]www.uea.ac.uk/reeo Research, Enterprise & Engagement Office, The Registry, University of East Anglia, Norwich, NR4 7TJ. University companies registered in England: UEA Enterprises Ltd (Company No. 02626389); UEA Consulting Ltd (Company No. 6477521); SYS Consulting Ltd (Company No. 04045713). Registered Office: The Registry, University of East Anglia, Norwich, NR4 7TJ __________________________________________________________________ This email may contain privileged information. If you are not the intended recipient please notify the sender and delete all copies. ------------------------------------------------------------------------ *From:* Janice Darch [[2]mailto:J.Darch@uea.ac.uk] *Sent:* Monday, November 17, 2008 10:24 AM *To:* Doyle Richard Dr (RBS); Reynolds Elly Mrs (ACAD); npgillett@googlemail.com *Cc:* Renfrew Ian Dr (ENV); Jones Philip Prof (ENV) *Subject:* Re: Invoice to University of Reading on R14665 Hi , Collaborator and coIs are different things in NERC speak.If a PI from UEA and a CoI from say Reading put their costs on the same form the CoI's actual DA cost go into the same budget as ours and have to be split out at award stage by the PI's institution. Janice _____________________________________________________________________________ Dr J. P. Darch Research Manager School of Environmental Sciences University of East Anglia Norwich NR4 7TJ UK Tel :+44 (0)1603 592994 Mobile:+44 (0)7796932595 Fax: +44 (0)1603 592535 ----- Original Message ----- *From:* Doyle Richard Dr (RBS) <[3]mailto:Richard.Doyle@uea.ac.uk> *To:* Reynolds Elly Mrs (ACAD) <[4]mailto:E.Reynolds@uea.ac.uk> ; npgillett@googlemail.com <[5]mailto:npgillett@googlemail.com> ; Darch Janice Dr (SCI) <[6]mailto:J.Darch@uea.ac.uk> *Cc:* Renfrew Ian Dr (ENV) <[7]mailto:I.Renfrew@uea.ac.uk> ; Jones Philip Prof (ENV) <[8]mailto:P.Jones@uea.ac.uk> *Sent:* Monday, November 17, 2008 10:00 AM *Subject:* RE: Invoice to University of Reading on R14665 Dear All, (Note my email address is richard.doyle@uea.ac.uk <[9]mailto:richard.doyle@uea.ac.uk>, I have not received any previous emails regarding this sent to r.doyle@uea.ac.uk <[10]mailto:r.doyle@uea.ac.uk>) The collaborator costs are under the following headings: Staff - WS Travel and Subsistence - WT Indirect and Estates - WI Invoices can be charged by the PI to these headings. Any invoices from Reading or BAS not charged under these headings should be recharged. I can send out copies of the subcontracts if required - let me know. If there are any further queries please let me know. Regards, Richard __________________________________________________________________ *Dr Richard Doyle, Research Contracts Associate* University of East Anglia *Tel:* 01603 591483 | *Fax:* 01603 591550 *Email:* richard.doyle@uea.ac.uk |* Web:* [11]www.uea.ac.uk/reeo Research, Enterprise & Engagement Office, The Registry, University of East Anglia, Norwich, NR4 7TJ. University companies registered in England: UEA Enterprises Ltd (Company No. 02626389); UEA Consulting Ltd (Company No. 6477521); SYS Consulting Ltd (Company No. 04045713). Registered Office: The Registry, University of East Anglia, Norwich, NR4 7TJ __________________________________________________________________ This email may contain privileged information. If you are not the intended recipient please notify the sender and delete all copies. ------------------------------------------------------------------------ *From:* Reynolds Elly Mrs (ACAD) *Sent:* Monday, November 17, 2008 9:25 AM *To:* npgillett@googlemail.com; Darch Janice Dr (SCI); Doyle Richard Dr (RBS) *Cc:* Renfrew Ian Dr (ENV); Jones Philip Prof (ENV) *Subject:* RE: Invoice to University of Reading on R14665 Dear All It is not as simple as transferring money from one heading to another. All monies under DA (Directly Allocated) budgets go automatically to the School. All DI (Directly Incurred) budgets are those which are available for spend by the PI. Invoices cannot, therefore, be charged against DA budgets. I am surprised that Lesley Gray was written in under DA costs surely these should have gone under DI costs? I note that there is a heading on this account for Collaborators staff costs - is this budget by any chance related to Lesley Grays costs? Regards Elly ------------------------------------------------------------------------ *From:* npgillett@googlemail.com [[12]mailto:npgillett@googlemail.com] *On Behalf Of *Nathan Gillett *Sent:* 13 November 2008 18:17 *To:* Darch Janice Dr (SCI) *Cc:* Doyle Rebecca Ms (EDU); Mcgonagle Laura Mrs (SCI); Renfrew Ian Dr (ENV); Jones Philip Prof (ENV) *Subject:* Re: Invoice to University of Reading on R14665 Hi Janice, Thanks very much for looking into this - it sounds like you're well on the way to sorting this out. The earlier invoice has been paid already from the consumables budget of the project - it was for £3436.89 and I think this was all DA costs for Lesley Gray. I think the payment was authorized by Phil Jones sometime in August. If possible could we get the consumables budget reimbursed with these DA costs? Thanks very much, Nathan 2008/11/13 Janice Darch > Hi, Well Christine Webster just brought another invoice from Reading for DA costs to me to sign. It is : £679.47 for period 1.6.08 to 31.8.08 Invoice No 94180 Apparently SCI Fin were aware but had not until now set up codes to pay them from..However neither Christine nor I have seen the invoice that you are chasing which is an earlier one . If any one has it please let me know and it can be processed. Janice _____________________________________________________________________________ Dr J. P. Darch Research Manager School of Environmental Sciences University of East Anglia Norwich NR4 7TJ UK Tel :+44 (0)1603 592994 Mobile:+44 (0)7796932595 Fax: +44 (0)1603 592535 ----- Original Message ----- *From:* Janice Darch <[14]mailto:J.Darch@uea.ac.uk> *To:* r.doyle@uea <[15]mailto:r.doyle@uea> *Cc:* Nathan.Gillett@ec.gc.ca <[16]mailto:Nathan.Gillett@ec.gc.ca> ; l.mcgonagle@uea <[17]mailto:l.mcgonagle@uea> *Sent:* Thursday, November 13, 2008 10:42 AM *Subject:* Fw: Invoice to University of Reading on R14665 Dear Richard, It seem that UEA may have pocketed the DA costs for Reading in this contract rather than passing it on to them. I have copied this to Laura too.Can you look into this please as we don't want to pay Exeter out of the UEA DI money. Thanks, Janice _____________________________________________________________________________ Dr J. P. Darch Research Manager School of Environmental Sciences University of East Anglia Norwich NR4 7TJ UK Tel :+44 (0)1603 592994 Mobile:+44 (0)7796932595 Fax: +44 (0)1603 592535 ----- Original Message ----- *From:* Nathan Gillett <[18]mailto:Nathan.Gillett@ec.gc.ca> *To:* Janice Darch <[19]mailto:J.Darch@uea.ac.uk> *Cc:* ian renfrew <[20]mailto:i.renfrew@uea.ac.uk> *Sent:* Wednesday, November 12, 2008 5:45 PM *Subject:* Re: Invoice to University of Reading on R14665 Hi Janice, Thanks for the reply. I checked the proposal, see attached, and there is a £5736 cost estimate for Lesley Gray's salary costs (pg 5). On pg 4 this is listed under 'Directly allocated: Investigators' - so we did include this funding in the proposal. This money must have been paid to someone - either Reading or UEA. If UEA has not been paid this money, then perhaps it has been paid to Reading by NERC. If UEA has been paid this money, then there must be a mechanism for paying investigators' costs under FEC to other institutions - other projects must be in a similar situation. We definitely did not budget for this money to come out of the consumables budget. Cheers, Nathan 2008/11/11 Janice Darch > Dear Nathan, We cannot spend indirect costs as that money does not come in to ENV accounts. Janice _____________________________________________________________________________ Dr J. P. Darch Research Manager School of Environmental Sciences University of East Anglia Norwich NR4 7TJ UK Tel :+44 (0)1603 592994 Mobile:+44 (0)7796932595 Fax: +44 (0)1603 592535 ----- Original Message ----- *From:* Nathan Gillett <[22]mailto:Nathan.Gillett@ec.gc.ca> *To:* Janice Darch <[23]mailto:J.Darch@uea.ac.uk> *Cc:* Jones Philip Prof (ENV) <[24]mailto:p.jones@uea.ac.uk> ; ian renfrew <[25]mailto:i.renfrew@uea.ac.uk> *Sent:* Monday, November 10, 2008 8:25 PM *Subject:* Re: Invoice to University of Reading on R14665 Hi Janice, I just wanted to check again that that invoice from Reading for £3436.89 has been adquately dealt with. I got the email below suggesting this had been paid out of consumables, but I'm pretty sure this is FEC costs for Lesley's time on the project, and therefore should have come out of project overheads, not consumables. In the proposal we budgeted for Lesley's FEC costs to come out of overheads rather than consumables. If this is impossible to change now, then no problem - but if possible, it would be good to keep this on overheads rather than running down funds available for travel and consumables for the rest of Alexey's time on the project. Either way, could you let me know how this has been dealt with? Thanks, Nathan 2008/10/23 Nathan Gillett > Hi Janice, Phil, I just wanted to check that this invoice was for consumables (e.g. not Lesley's time on the project, which should come out of overheads), and is consistent with the contract worked out with Reading. When we wrote the proposal, I included some FEC costs for Lesley's time on the project, as well as some travel support - but I don't think we agreed to fund consumables in Reading. Cheers, Nathan ---------- Forwarded message ---------- From: *Hopley Hilary Mrs (SCI)* > Date: 2008/10/23 Subject: Invoice to University of Reading on R14665 To: "Gillett Nathan Dr (ENV)" > Dear Nathan Phil Jones has arranged for us to pay an invoice to Reading for costs on this project for the period 01.03.07-31.05.08. This has taken the consumables budget slightly over spent. You may need to consider viring some money fron travel to consumables if you plan further consumable spending. I have attached a form in case you need to do this. Hilary Hilary Hopley Administrative Assistant Faculty of Science Bio 0.20 University of East Anglia Norwich NR4 7TJ Tel:01603 591017 Fax:01603 259492 -- **************************************************************************** Dr Nathan Gillett, Canadian Centre for Climate Modelling and Analysis, University of Victoria, PO Box 3065, STN CSC, Victoria, BC, V8W 3V6, Canada. Tel: (250) 363 8264 Fax: (250) 363 8247 Email: Nathan.Gillett@ec.gc.ca <[29]mailto:Nathan.Gillett@ec.gc.ca> **************************************************************************** -- **************************************************************************** Dr Nathan Gillett, Canadian Centre for Climate Modelling and Analysis, University of Victoria, PO Box 3065, STN CSC, Victoria, BC, V8W 3V6, Canada. Tel: (250) 363 8264 Fax: (250) 363 8247 Email: Nathan.Gillett@ec.gc.ca <[30]mailto:Nathan.Gillett@ec.gc.ca> **************************************************************************** -- **************************************************************************** Dr Nathan Gillett, Canadian Centre for Climate Modelling and Analysis, University of Victoria, PO Box 3065, STN CSC, Victoria, BC, V8W 3V6, Canada. Tel: (250) 363 8264 Fax: (250) 363 8247 Email: Nathan.Gillett@ec.gc.ca <[31]mailto:Nathan.Gillett@ec.gc.ca> **************************************************************************** -- **************************************************************************** Dr Nathan Gillett, Canadian Centre for Climate Modelling and Analysis, University of Victoria, PO Box 3065, STN CSC, Victoria, BC, V8W 3V6, Canada. Tel: (250) 363 8264 Fax: (250) 363 8247 Email: Nathan.Gillett@ec.gc.ca <[32]mailto:Nathan.Gillett@ec.gc.ca> **************************************************************************** -- Dr Ian A. Renfrew Reader in Climate System Dynamics School of Environmental Sciences University of East Anglia Norwich, NR4 7TJ, United Kingdom Room: 2.33 tel: 01603 592557 fax: 01603 591327 email: i.renfrew@uea.ac.uk [33]http://lgmacweb.env.uea.ac.uk/e046/home.htm ---------------------------------------------- Prof. Phil Jones Climatic Research Unit Telephone +44 (0) 1603 592090 School of Environmental Sciences Fax +44 (0) 1603 507784 University of East Anglia Norwich Email p.jones@uea.ac.uk NR4 7TJ UK ----------------------------------------------------------------------------