The Internal Funding Team will notify you via email when you are awarded internal funding. The email will set out the available budget, project dates, and any terms and conditions around spend. Please inform the Management Accountant (environment-finance@york.ac.uk) that the funding has been awarded
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- Spend the funding in line with University Financial Regulations
- Stay within the budget you have been assigned
- Spend only within the project dates and make sure all spend is recorded before the project end date
- Check your workorder regularly to ensure that transactions are correctly recorded, liaising with finance support (environment-finance@york.ac.uk) as needed
- Liaise with finance support to put any accruals that are needed in place before the end of the project
- Claim expenses within good time (within 3 months of the expenditure or before the project end date, whichever is shorter)
- Get approval from the Internal Funding Team for any project changes using the change request form.
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Make sure your spend is within the funding rules and you are undertaking the work that was set out in your application.
Bear in mind VAT rules and that purchases outside of the UK may be liable for Customs Duty.
Checking your Workorder:
Spend reports are sent out monthly by email. You should check these reports to make sure the transactions are as expected and contact environment-finance@york.ac.uk finance support with any queries.
If goods and services received before the end of your project haven't been invoiced for then an accrual will be needed. Goods and services include travel and accommodation, consumables and equipment. Liaise with finance support around accruals.
Reverse charge VAT - levied on goods and services purchased from suppliers outside the UK - is invoiced quarterly and often after internally funded grants have passed their end date, so this will need to be accrued for.
Final Reporting:
The Internal Funding Team sometimes require final reports about the outcomes and impact from internally funded projects. It’s really important to provide good quality reports because these are used report back to external funders and justify receiving further funding (e.g. Impact Acceleration Accounts).