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
You will need a workorder from the Internal Funding Team to be able to spend the funding. Workorders are 8 characters long and all income and expenditure related to your project will go onto this code. This includes salaries, travel, and consumables.
Your Responsibilities:
It is your responsibility as PI (Principal Investigator) to:
- 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
- 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.
If you overspend, spend funding outside of the project dates, or put ineligible costs onto the workorder, the Department has to cover these costs from its operating budget. This means there is less money for everything else!
As PI, you are expected to arrange with the Department to cover these costs, if it occurs.
Spending the Funding:
Make sure your spend is within the funding rules and you are undertaking the work that was set out in your application.
Spend reports are sent out monthly by email – you should check these to make sure they are as expected.
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).