Research Funding: Next Steps and Account Opening Process

You have been granted Research Funding Now what? First step is to liaise with your Research Advisor who will need the following documents: Application / Proposal Letter of Award CCW Signed by you, your HOD and Finance Associate Ethics Approval - Don t have it yet? Click here NB: Some may be on file from the application process If you Present these slides the buttons will direct you. CONTINUE

What next?... And How??? The buttons below will take you to the answers The buttons below will take you to the answers You need ethics approval before the account will be opened IF YOU don t have it yet click here? How do I order working expenses? How can I keep tabs on my budget? What if I am falling behind or something needs to change? How do I pay staff of other organisations from my grant? SUBCONTRACTS How do I book budgeted Travel for my project? How do I employ / pay staff from my grant? DIRECT STAFF How do I employ / pay stafffrom my grant? How do I pay staff of other organisations from my grant? What if I am falling behind or something needs to change? How do I order working expenses? How do I book budgeted Travel for my project? How can I keep tabs on my budget? DIRECT STAFF SUBCONTRACTS

Your Account won't be opened before full ethics approval is supplied - UNLESS If you need access to the Grant Funding before you have ethics approval then then you will need to seek approval of the Director R&E. Please complete/adapt the email on the next slide and send it to the Martin.Gagnon@otago.ac.nz with copy to your Research Advisor and research@otago.ac.nz. Make sure to use the Subject Line wording from the template.

Return to Main Menu Return to Main Menu TO: Martin.Gagnon@otago.ac.nz CC: <Research advisor> & Research@otago.ac.nz SUBJECT: Opening Account Ahead of Ethics Approval Dear Martin Project Title: PI : Funder: Contract Number: Start Date of Contract: Please give approval for this account to be opened prior to ethical approval. I understand and have advised my HOD that if ethical approval is not granted and thus the project does not go ahead, that any spending on the account will be recovered from the Departments. This is required for the following reasons: (delete not applicable) Ethical approval is not required until as no participants will be interviewed/recruited before this time. PhD candidate or a Research Staff member needs to undertake literature reviews/develop questionnaires etc. before ethics can be sought. Staff need to be employed, we need an account number for HR purposes. Consultation with various groups is needed before ethics can be applied for Ethical approval is expected to be secured by: (enter date), and I will ensure that nothing pertaining to this project which would require ethical approval occurs until full approval has been granted. If you need further information concerning this project please contact <Research Advisor> or me. Regards

Return to Main Menu Are there How do I employ / pay Uni of Otago stafffrom my grant? Return to Main Menu Talk to your Lead Client Service Administrator You may need to complete A job description An advertisement for the position A recruitment form WARNING:There are many models for how this will happen in our organisation BUT : If you don't talk to Lead Administrator nothing will happen at all.

Return to Main Menu Return to Main Menu How do I pay Staff of other organisations from my Grant? (Subcontractors) Talk to your Research Advisor The Research Advisor will identify the correct template for a subcontract. * YOU will advise on; - the Scope of the work the subcontracted staff are to do - the reporting and/or deliverables anticipated from them * A Purchase Order will be raised centrally * As project progresses YOU will need to - approve each payment based on whether the Subcontracted staff are working as planned - notify your Research Advisor ASAP if things are going the wrong way.

Return to Main Menu Return to Main Menu How do I order my working expenses? See details for booking travel on the next page. All purchasing needs to be via Unimarket https://otago.unimarket.co.nz/app/community/marketplace/v-view/?3 There are Unimarket training materials available at; https://otagouni.sharepoint.com/sites/UnimarketTraining Step by Step Guide Step by Step Guide At the end is a step by step guide to purchasing in Unimarket -> For Help with Purchasing Contact your Departmental Client Service Administrator or purchasing.som@otago.ac.nz.

Return to Main Menu Return to Main Menu How do I book budgeted Travel for my project 1. Complete a request form on Ourdrive to gain approval and register your intention to travel: https://ourdrive.otago.ac.nz/teams/dsm/Lists/ConferenceLeave/By%20Status.aspx NB: You will need screen shots or quotes (From HelloWorld or Orbit) for the costs involved. 2. Once you have Ourdrive approval then you can book your travel. Accomodation (Domestic) Currently you are able to book Accommodation online with your P-Card, or if you do not have one You can book this through Unimarket Step by Step Guide for Unimarket Domestic Flights You can book Domestic Flights through Unimarket Step by Step Guide for Unimarket International Bookings To book international Flights and accommodation (including Domestic links for these trips) contact your Departmental Client Service Administrator who will assist with you booking online. For Help with Purchasing Contact your Departmental Client Service Administrator or purchasing.som@otago.ac.nz.

Return to Main Menu Return to Main Menu How do keep tabs on my Budget? Each month you will receive a "PI Report" with the financial overview of all of your Research Accounts. When you receive each report, please carefully review the following; The End Date for each project. Check it is as you expect. IF you have fallen behind please see next page. NB the date unavailable is generally 2 months past the end date, it is a wash up period in which the account is prepared for closing. No salaries should be paid during this period The Transaction Listings Ensure that everything charged to each account in the past period is appropriate Ensure nothing you have paid for is missing from the report The Payroll Report tab Ensure that all of the active staff working on your grant(s) are listed on the report Ensure that there are not staff listed who should not be there. NB The FTEs shown reflect the employees full FTE so may not reflect their FTE on your grant(s) The Life to Date for each account Ensure that there are no unexpected variances between Budget and Actuals For Help with your Finances: Contact your Finance Associate.

Return to Main Menu Return to Main Menu What if I am falling behind or something needs to change? If there are any changes or concerns with the progress, staffing or budget of the project contract your Research Advisor, as they may need to negotiate a variation to the contract. Variations are typically required if there are any changes regarding: The PI, AI, other named personnel, or postgraduate students involved The expected completion date of the work The progress or direction of the research programme (e.g. due to challenges recruiting participants) Inability to hire necessary personnel Unexpected or unforeseen results, etc. The way costs have been allocated in the budget NB Budget-related changes may require a revised CCW and a new budget submitted to the funder. For any such queries or concerns Contact your Research Advisor

Return to Main Menu Step by Step Raising an Order in Unimarket https://otago.unimarket.co.nz/app/community/marketplace/v-view/?3 . Marketplace this allows you to purchase from Premium Suppliers that have catalogues with pricing Purchasing This enables purchasing from Non-Premium Suppliers Non-Catalogue Other suppliers who aren t included in the Marketplace Create Blanket Order for a purchases where the amount invoiced will vary (eg: different tests ordered from SCL) Request a quote if you want a quote from any supplier to check prices Lists In here are the links for Travel Bookings when purchasing through Unimarket. (HelloWorld & Orbit) Return to Main Menu When you open Unimarket you will see the following options in the menu to the left. How to purchase when not through a Premium Supplier nor for Travel. Click on Non-Catalogue - Then complete the form that comes up. Select supplier Start typing and use MISC if the supplier is not in the list. Enter item description Quantity Unit price Quantity of measure. This can be helpful where for example : You want 1 box but it has 50 masks. Product Code - The unique code that most suppliers us to refer to their product lines. Usually on their website. Once you add it to your cart the system blanks out the form except the supplier to allow for more items from the same supplier in an order Check that your shopping cart (top right) contains all it is meant to Finalising your Purchase (Check out) Click CHECKOUT bottom right Select / Enter delivery (Ship to) address. Add the account for payment for each item product select the Type of Account For Research purchasing you will always use PL or PLE Account code Your Project Account number (normally in the form 123456.01.P.N* ) If you start typing your account should appear. Dissection Choose a dissection from the list based on what the item is. Add Special Instructions Add any information that the supplier needs to have for your order Upload Order Attachments Add any attachments relating to this order to go to the Supplier. Eg: quotes or correspondence with the supplier Justification Add explanation of why this is to be purchased. This is for the Financial Advisor and Supply Chain (Not the supplier) Justification Attachments eg: Signed Sensitive Expenditure Forms for Catering, Equipment letters of success or Ourdrive Approval if for flights or accommodation etc, Click on Reassign to reassign it to Supply Chain Medicine If you don t complete this step nothing will be ordered.