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To demonstrate that an award has been used to finance approved activities, funders require evidence to be provided for costs charged to a grant.
When preparing financial reports and audits for funders, Award Services will collate and review documentation for internal services from UCL systems and departments, including inter-departmental transfers (IDTs) and intra-departmental journals (IDJs).
Audits can take place several years after a cost has been incurred. In such instances, it can be difficult for departments to provide evidence for costs charged to a grant if not provided at the time. If we are unable to supply the required evidence, the costs will be disallowed by the funder.
What do I need to do?
When raising an IDT or IDJ departments need to attach full auditable evidence and a clear breakdown of costs at the time of processing. For costs to be eligible, departments should also prove:
- The actual costs declared were incurred during the project
- The declared costs are eligible, connected to the project, and necessary to achieve its objectives, as described in the grant agreement
- That unit-based facility costs:
- Are reasonable, justified, compliant with the funder’s terms and conditions, and meet the principles of sound financial management
- Include a detailed justification for the use of the facility, showing the link between the number of units declared and the work on the project
- Are calculated by multiplying the number of actual units used to carry out the work by the amount per unit.
Further information and guidance
Our financial management page offers guidance on how to manage your research or innovation project. Further information on IDTs and IDJs is available on the UCL Finance website.