Post Award Handbook

4. Claims, Invoices and Income Receipt

Key Users

Departmental & Finance Administrators

Research Finance

Principal Investigators

At a glance

This section provides practical guidance on raising claims and invoices and managing incoming funds. Its purpose is to support timely cashflow, ensure compliance with funder requirements, and make the process as straightforward as possible.

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Contents:

4.1 Claims

Overview

Claims are requests made to funders to recover costs incurred on a research project. They provide evidence that expenditure aligns with the agreed budget and funder terms.

Most claims are prepared quarterly in arrears, usually at the end of calendar quarters, although some sponsors may require monthly or alternative intervals. Submitting claims accurately and on time ensures that projects receive the correct funding and funder reporting requirements are met.

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4.2 Fixed Price Invoices

Overview

Fixed price invoices are used when a project or contract provides a set amount of funding for agreed-upon deliverables or outputs, regardless of the actual costs incurred by the University. They are usually issued according to the schedule agreed with the funder.

Because the University bears full responsibility for any cost overruns or underspends under fixed price contracts, accurate invoicing is crucial to manage financial risks, avoid revenue loss, and maintain compliance.

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4.3 Milestone Based Invoices

Overview

Milestone-based invoices are used when funding is released once specific project milestones or deliverables have been completed. Each invoice is issued after the milestone has been accepted by the funder, in line with the agreed invoicing schedule.

Issuing invoices at the correct time ensures that income is recognised in line with project progress and that project finances remain accurate and up to date.

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4.4 Actual Cost Recovery Invoices

Overview

Actual cost recovery invoices are used when funding is based on the costs actually incurred on a project, rather than a fixed amount. The University invoices the funder for eligible expenditure recorded on the project, in line with the agreed budget and the funder’s terms and conditions.

Accurate invoicing ensures that the University recovers the correct level of funding and that project income reflects the expenditure incurred, helping maintain accurate project finances.

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