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UCLC Project Change – from 2021-22
As part of a Finance update to improve reporting on UCLC projects, all new UCLC projects now require the use of task codes (which are aligned to those task codes used on research services projects – a broad list is shown in the FAQ’s below). Every month the PI investigator report will automatically be sent to the project manager listed against the project, showing the spend to date and budget remaining on their UCLC projects. Budgets loaded to the system will reflect the amounts as held by UCLC**. Any questions regarding these budgets should first be directed to your UCLC contact. All spend on these new UCLC project types must now be coded to these new task codes (NOT task 100).
Every month UCLC income is updated to recognise any invoices raised and an adjustment is then processed to reflect the latest Work in Progress (WiP) position. This therefore means that we are not solely recognising income that has been billed, rather it reflects income in line with effort/spend to date, regardless of the billing status. The methodology used to calculate WiP can be seen in table 1 below. Indirect costs relating to this income are automatically charged and are based on figures provided by UCLC.
**Note – UCLC may not refresh the budget for small changes discussed locally between you and themselves. Always spend in line with your latest discussions with UCLC.
Table 1: WiP methodology
- Months 1-11 (below)
- Month 12 – UCLC contact all PI’s for updates on their project deliverables
FAQs
Which task codes can be used?
- D-CON Consumables
- D-CSY Consultancy
- D-EQU Equipment
- D-FAC Facilities
- D-OTH Other Costs
- D-TRA Travel & Subsistence
- S-ACA Academic Salaries
- S-TEC Technical Salaries
- X-IND Contribution
Do staff costs in MyHR need to use task codes?
- Yes, staff costs should use S-ACA for Academics and S-TEC for Technical/Admin staff
How are Indirect Costs managed?
- Indirect Costs are journaled each month by the school finance team. Income data received from UCLC each month is broken down by the BAF categories (expenditure types) to indicate what it is related to. Where income is received on the Indirect Cost expenditure type, this is automatically moved. This may either be a proportion of the overall project value or a specific amount of Indirect Costs included in a particular invoice. Indirect Cost values relate to the latest UCLC held budgets. The credit side of the journal will go against core expenditure (at the moment, these are not shown as income, which differs from how Sponsored Research Indirect Costs are shown)
What about old projects on the old project type?
- Old UCLC project types will be phased out in time but will not be moved over to the new project type. These projects will continue to use the task 100 only.
How do we request new project codes?
- New projects are not requested through RemedyForce – they are requested by UCLC on signature of the contract/BAF
Who do I speak to if I have a Budget query?
- UCLC hold all budget data relating to your project. Any changes to the Budget data must be agreed directly with them.
Who do I speak to if I have a query on actual spend?
- Any issues with costs going through your project should first be discussed with your departmental finance team
How do I move Budgets?
- Budget movements would need to be discussed with UCLC, but should always reflect the BAF (Budget Approval Form) principles. School Finance may also need to be consulted.
Who should be the project manager?
- The PI should be the project manager, as they hold initial Budget responsibility. Speak to your departmental admin team if you do not receive any UCLC reports for projects that are active.
What Project type are UCLC projects assigned to?
- All new UCLC projects will map to a new project type called ‘Contract Activity’. There are no old UCLC projects set up on this project type.
How often are Budgets loaded?
- Budgets are only loaded for this new type of UCLC project discussed here. Budgets for live projects are completely refreshed every month end, so any changes made by UCLC during the month will be reflected the following month. Any closed projects will not be amended and will be left as they were once the project was closed.