Research Finance Office 27 th March 2019

1. Research Finance Office27th March 2019 catherine.mcgarvey@dit.ieResearch Accountant debbie.mccarthy@dit.ieResearch Finance Accounts helen.jones@dit.iePostgraduate Research Accounts

2. What we do: The Research Finance Office provides financial support and assistance to Researchers for internal and externally funded research activity. Where we are based: 5th Floor, Park House, Grangegorman.

3. We can help with: • Budgetary advice • Project Setup • Preparing Financial Claims • Audits • Postgraduate Finances

4. Budgetary Advice • Proposals • Read the funders guidelines • Costs need to be necessary, additional, actual and auditable • EU Unit Costs

5. Project Setup • When all approvals have been completed in RIS, a notification email is sent to Research Finance advising that the project is ready to be set up on the Agresso System. • Original signed letters of offer and contracts should have been submitted to the PAMO office prior to RIS approval. Project codes will not be issued unless all necessary documentation has been provided. • An email will be sent to the PI informing them of the project code. • When this is received expenditure can be incurred. • Research Finance will advise HR if SRFs are to be submitted. • Payroll will set up the project code on the Core Expenses system.

6. Preparing Financial Claims • Funders should make contact with Research Finance regarding claims due to be submitted • Project Transaction Listings can be provided to the PI to assist in preparing the claim • PI should highlight any costs which are not related to the project or costs not yet charged to the project • If payroll costs need to be transferred to the project original signed timesheets must be provided to support the transfer • Ineligible costs should be removed before the claim is submitted • Costs can only be claimed within the funding period • All claims MUST be processed and submitted through the Research Finance Office

7. Audits • Prepare audit file on an ongoing basis • Timesheets – if NOT 100% on project • Time Declarations if 100% worked on project • Employee Contracts • Payslips • Student Offer Letters • Hourly Rate based on 1720 hours • Keep boarding Cards, Minutes of Meetings, Conference attendance certificate etc

8. Postgraduate Finances Postgraduate Finance deals with all areas relating to postgraduate accounts: • Student account set up • Processing of EFT expense claims – for non staff members • Processing of Purchase Order requisitions • Approving Core Portal claims for students with a staff number • Liaising with Payroll re stipend payments

9. Finance Contacts • Procurement Michelle O’Brien/Liz Darcy (Tendering) • Paul Carroll (Supplier Setup) • operations@dit.ie • Accounts Payable Ross LynamLoane • creditors@dit.ie • Accounts Receivable Aveen Murray • receivables@dit.ie • Core Expenses/EFT’s Lisa Curtis • Lisa.Curtis@dit.ie Payroll Jacinta Cahill payroll@dit.ie

10. Local Accounts Offices • Angier Street Paul Woods • Bolton Street Richard Tobin • CathalBrugha Street Maurice Boland • Kevin Street Vacant FOCAS Building Vacant Greenway Hub Kevin Corbett

11. Please refer to all Financial Policies & Procedures • http://www.dit.ie/intranet/finance/policiesandprocedures/ • Thank you