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Costing Your Grant
Dave Windridge, Finance Office
Research Finance Structure
 Research Finance is split into 5 teams
 Including 2 teams for MDS
 Plus 1 team solely for EU Framework Funding
 Each team is headed up by a Team Leader supported by a

group of Accounting Assistants.
Who are your Research Finance
Contacts?
CANCER SCIENCES
DJAA

CANCER SCIENCES

Emma Yates

DJAB

CLINICAL TRIALS: CCTU

Tamara Jordan

DJAC

CLINICAL TRIALS: BCTU

Toni-Anne Seymour

DJAD

NMR

Emma Yates

CLINICAL & EXPERIMENTAL MEDICINE
DLAB

CARDIOVASCULAR AND RESPIRATORY SCIENCES

Jo Hawkins

DLAC

ENDOCRINOLOGY

Jo Hawkins (Temporary)

DLAD

NEUROSCIENCE

Dave Windridge (Temporary)

DLAE

PHARMACOLOGY

Dave Windridge

DLAF

NEUROPHYSIOLOGY

Dave Windridge (Temporary)

DLAG

REPRODUCTION, GENES & DEVELOPMENT

Dave Windridge/Joanne Hawkins

DLAH

MEDICAL SCIENCE & EDUCATION

Dave Windridge

DENTISTRY
DNEN

DENTISTRY

Mike Jones (Temporary)

HEALTH & POPULATION SCIENCES
DMAB

PRIMARY CARE CLINICAL SCIENCES

Sukhdev Mann

DMAC

OCCUPATIONAL & ENVIRONMENTAL MEDICINE

Toni-Anne Seymour

DMAD

PUBLIC HEALTH, EPIDEMIOLOGY & BIOSTATISTICS

Chris Purvis

DMAE

HEALTH ECONOMICS

Toni-Anne Seymour

DMAG

NURSING & PHYSIOTHERAPY

Toni-Anne Seymour

IMMUNITY & INFECTION
DKAA

IMMUNITY & INFECTION

Mike Jones/Joanne Hawkins

EU Framework & AWM
ALL SCHOOLS

Juliet Ralphs
Contact details
CONTACT

EXTENSION

E-MAIL

Dave Windridge - Team Leader

46078

d.j.windridge@bham.ac.uk

Joanne Hawkins

43021

j.hawkins@bham.ac.uk

Mike Jones

45332

m.jones@bham.ac.uk

Vacant

58209

Medical & Dental Sciences (1)

Medical & Dental Sciences (2)
Craig Maskell - Team Leader

46097

c.i.maskell@bham.ac.uk

Tamara Jordan

48482

t.c.jordan@bham.ac.uk

Toni-Anne Seymour (Wed - Fri only) *

48178

t.seymour@bham.ac.uk

Sukhdev Mann

46103

s.s.mann@bham.ac.uk

Chris Purvis

46104

c.j.purvis@bham.ac.uk

Emma Yates

45316

e.g.yates@bham.ac.uk

58202

j.c.ralphs@bham.ac.uk

EU Framework & AWM
Juliet Ralphs - Team Leader
EU Costings

fp7@lists.bham.ac.uk

* Toni-Anne Seymour's out of office will point you to the correct contact on Monday/Tuesday for urgent queries only.
Request for Costings
 Speak with your Research Facilitator
 Send a costing request to your Research Finance contact
 Please plan in order to allow time to receive your costing
 Research Finance aim to turnaround costing requests within

3 working days
 Research Finance will provide Staff Costings and applicable

Overheads
 Your Research Facilitator will support with non-staff costs
Information required by Research
Finance to produce a Costing
 Planned Project Start Date and Duration
 Funder and Funding Stream (ideally with a weblink)
 Names OR Grade and Spine Point for all staff
 FTE, Start date and Duration of all staff
 Ball park non-staff figure
 A costing template is available if required to guide you

through the process. This can be supplied by either your
Research Facilitator or Research Finance contact
What will you receive?
 A costing output schedule detailing all the staff requested

including employers NI and Superannuation
 The costing output should be in an appropriate format for

you to complete the application form
 It will include either an overhead as a fixed %, or Estates and

Indirect Costs dependant on the Funder’s rules
Full Economic Costing (fEC)

fEC refers to the “true” costs of carrying out research activities
and therefore requires careful consideration of the amount of
staff effort to be engaged in Research projects.
fEC – Cost Categories
There are four cost categories we consider when calculating fEC
namely:
 Directly Incurred
 Directly Allocated
 Indirect Costs
 Exceptional Items
Calculating Estates and Indirect Costs
 Estates and Indirect Costs are calculated based on the

Research Staff effort employed on a Research project (FTE
per annum)
 Calculated by multiplying the staff FTE per annum by the

following current rates:
 Non Laboratory Based Estates = £7513
 Lab-Based Estates = £16,175
 Indirect Costs = £40,099
Example
e.g. A standard 3 year Research grant in a Lab-based School
employing:
 a Post-doctoral Researcher full time
 a Principal Investigator with 10% effort input

For 3 years this totals 3.30 FTE
Example Continued
Using the current rates from the earlier slide this calculates the
following costs:
Lab-based Estates
3.30 x £16,175 = £53,378
Indirect Costs
3.30 x £40,099 = £132,327
Which Funders pay fEC?
 In the main fEC is paid by Research Councils and Government

Bodies @ 80% fEC
 These funders may not apply fEC to certain funding streams

it is crucial therefore that funding guidance is referred to
 Where the funder does not specify fEC it is down to the

institutions discretion as to the overhead rate to apply
 MDS applies a rule of the higher of fEC or 50% of all direct

staff costs
Who pays the other 20% on a 80%
fEC funded project?
 In short the University
 Your project needs to be adequately costed in order that

there is sufficient Investigator, Estates and Indirect Costs
included in order to cover the 20% unfunded element
Is the 20% enough?
 In short NO
 As well as covering the 20% element the Estates and Indirect

Costs have to cover a number of other things
So what do Estates and Indirect
Costs cover?
ESTATES

INDIRECT COSTS

Rent and Rates
Utilities
Building repairs and maintenance
Grounds maintenance
Cleaning and waste disposal
Estates management services
Security and portering
Post room
Telephones
Transport costs
Professional services including insurance
Technicians
Depreciation
Infrastructure adjustment
Return for Finance & Investment – Asset
Based Element Only

Central Library
Central computing
Finance
Pro-vice Chancellors
Human Relations / Personnel
Marketing
Registry / planning
Vice Chancellor
Sport and recreation
Students Guild
Pensions
Estates cost of support
School support
Other expenditure
Return for Financing & Investment – Expenditure
Based Element Only

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Costing Your Grant - A presentation

  • 1. Costing Your Grant Dave Windridge, Finance Office
  • 2. Research Finance Structure  Research Finance is split into 5 teams  Including 2 teams for MDS  Plus 1 team solely for EU Framework Funding  Each team is headed up by a Team Leader supported by a group of Accounting Assistants.
  • 3. Who are your Research Finance Contacts? CANCER SCIENCES DJAA CANCER SCIENCES Emma Yates DJAB CLINICAL TRIALS: CCTU Tamara Jordan DJAC CLINICAL TRIALS: BCTU Toni-Anne Seymour DJAD NMR Emma Yates CLINICAL & EXPERIMENTAL MEDICINE DLAB CARDIOVASCULAR AND RESPIRATORY SCIENCES Jo Hawkins DLAC ENDOCRINOLOGY Jo Hawkins (Temporary) DLAD NEUROSCIENCE Dave Windridge (Temporary) DLAE PHARMACOLOGY Dave Windridge DLAF NEUROPHYSIOLOGY Dave Windridge (Temporary) DLAG REPRODUCTION, GENES & DEVELOPMENT Dave Windridge/Joanne Hawkins DLAH MEDICAL SCIENCE & EDUCATION Dave Windridge DENTISTRY DNEN DENTISTRY Mike Jones (Temporary) HEALTH & POPULATION SCIENCES DMAB PRIMARY CARE CLINICAL SCIENCES Sukhdev Mann DMAC OCCUPATIONAL & ENVIRONMENTAL MEDICINE Toni-Anne Seymour DMAD PUBLIC HEALTH, EPIDEMIOLOGY & BIOSTATISTICS Chris Purvis DMAE HEALTH ECONOMICS Toni-Anne Seymour DMAG NURSING & PHYSIOTHERAPY Toni-Anne Seymour IMMUNITY & INFECTION DKAA IMMUNITY & INFECTION Mike Jones/Joanne Hawkins EU Framework & AWM ALL SCHOOLS Juliet Ralphs
  • 4. Contact details CONTACT EXTENSION E-MAIL Dave Windridge - Team Leader 46078 d.j.windridge@bham.ac.uk Joanne Hawkins 43021 j.hawkins@bham.ac.uk Mike Jones 45332 m.jones@bham.ac.uk Vacant 58209 Medical & Dental Sciences (1) Medical & Dental Sciences (2) Craig Maskell - Team Leader 46097 c.i.maskell@bham.ac.uk Tamara Jordan 48482 t.c.jordan@bham.ac.uk Toni-Anne Seymour (Wed - Fri only) * 48178 t.seymour@bham.ac.uk Sukhdev Mann 46103 s.s.mann@bham.ac.uk Chris Purvis 46104 c.j.purvis@bham.ac.uk Emma Yates 45316 e.g.yates@bham.ac.uk 58202 j.c.ralphs@bham.ac.uk EU Framework & AWM Juliet Ralphs - Team Leader EU Costings fp7@lists.bham.ac.uk * Toni-Anne Seymour's out of office will point you to the correct contact on Monday/Tuesday for urgent queries only.
  • 5. Request for Costings  Speak with your Research Facilitator  Send a costing request to your Research Finance contact  Please plan in order to allow time to receive your costing  Research Finance aim to turnaround costing requests within 3 working days  Research Finance will provide Staff Costings and applicable Overheads  Your Research Facilitator will support with non-staff costs
  • 6. Information required by Research Finance to produce a Costing  Planned Project Start Date and Duration  Funder and Funding Stream (ideally with a weblink)  Names OR Grade and Spine Point for all staff  FTE, Start date and Duration of all staff  Ball park non-staff figure  A costing template is available if required to guide you through the process. This can be supplied by either your Research Facilitator or Research Finance contact
  • 7. What will you receive?  A costing output schedule detailing all the staff requested including employers NI and Superannuation  The costing output should be in an appropriate format for you to complete the application form  It will include either an overhead as a fixed %, or Estates and Indirect Costs dependant on the Funder’s rules
  • 8. Full Economic Costing (fEC) fEC refers to the “true” costs of carrying out research activities and therefore requires careful consideration of the amount of staff effort to be engaged in Research projects.
  • 9. fEC – Cost Categories There are four cost categories we consider when calculating fEC namely:  Directly Incurred  Directly Allocated  Indirect Costs  Exceptional Items
  • 10. Calculating Estates and Indirect Costs  Estates and Indirect Costs are calculated based on the Research Staff effort employed on a Research project (FTE per annum)  Calculated by multiplying the staff FTE per annum by the following current rates:  Non Laboratory Based Estates = £7513  Lab-Based Estates = £16,175  Indirect Costs = £40,099
  • 11. Example e.g. A standard 3 year Research grant in a Lab-based School employing:  a Post-doctoral Researcher full time  a Principal Investigator with 10% effort input For 3 years this totals 3.30 FTE
  • 12. Example Continued Using the current rates from the earlier slide this calculates the following costs: Lab-based Estates 3.30 x £16,175 = £53,378 Indirect Costs 3.30 x £40,099 = £132,327
  • 13. Which Funders pay fEC?  In the main fEC is paid by Research Councils and Government Bodies @ 80% fEC  These funders may not apply fEC to certain funding streams it is crucial therefore that funding guidance is referred to  Where the funder does not specify fEC it is down to the institutions discretion as to the overhead rate to apply  MDS applies a rule of the higher of fEC or 50% of all direct staff costs
  • 14. Who pays the other 20% on a 80% fEC funded project?  In short the University  Your project needs to be adequately costed in order that there is sufficient Investigator, Estates and Indirect Costs included in order to cover the 20% unfunded element
  • 15. Is the 20% enough?  In short NO  As well as covering the 20% element the Estates and Indirect Costs have to cover a number of other things
  • 16. So what do Estates and Indirect Costs cover? ESTATES INDIRECT COSTS Rent and Rates Utilities Building repairs and maintenance Grounds maintenance Cleaning and waste disposal Estates management services Security and portering Post room Telephones Transport costs Professional services including insurance Technicians Depreciation Infrastructure adjustment Return for Finance & Investment – Asset Based Element Only Central Library Central computing Finance Pro-vice Chancellors Human Relations / Personnel Marketing Registry / planning Vice Chancellor Sport and recreation Students Guild Pensions Estates cost of support School support Other expenditure Return for Financing & Investment – Expenditure Based Element Only