Post Award Handbook

2. Project Handover and Setup

Key Users

Departmental & Finance Administrators
Research Finance
Principal Invetstigators

At a glance

This section describes the steps involved when a project moves into post-award management. It focuses on setting up projects accurately and efficiently, so that financial management and compliance can run smoothly from the very start.

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Worktribe is the system used to manage research applications, awards and post-award project management. Current live functionality for post-award includes task-management and project amendments. Future functionality will include an integration to SAP for project setup and a flow of project actuals back into Worktribe.

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2.2 Fast-Track Codes

Overview

Fast-track codes allow a project code to be set up before the award is fully activated in the system, for selected trusted funders. They provide a way for departments to begin essential project activities

without needing a separate early-code approval. This section explains when fast-track codes can be used, who can request them, and how they fit into the overall project setup process.

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2.3 Early Codes

Overview

Early codes allow limited project activity to start before the full project setup is complete, in a controlled and approved way. They are typically used for time-sensitive tasks, such as recruitment or essential expenditure, and are later converted to full project status once the award is formally established. Each request is considered individually to balance the need to start activities early with the level of financial risk involved.

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2.4 Project Setup

Overview

Project setup is the formal process of activating a research grant or contract in the University’s finance system once funding has been accepted. It involves establishing the project budgets, start and end dates, and other key information in SAP, in line with the funder’s terms and conditions, enabling the University to track project activity and support accurate accounting, invoicing and financial reporting.

Once setup is complete, a project code is issued, allowing recruitment, spending, invoicing and reporting to begin.

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2.5 Tax

Overview

The VAT implications of research income will differ depending on the nature of the arrangements and the parties involved. Selecting the correct VAT rate is important because it affects the project budget, University expenditure, and VAT recovery.

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2.6 Start Certificates

Overview

A Start Certificate (or Start Confirmation) is an official document submitted to a funder to confirm that a research project has officially started. It triggers the release of funds and establishes the formal timeline for the project, including the date when expenditure can begin.

Many funders, such as UKRI Research Councils, Wellcome Trust or Cancer Research UK, require a Start Certificate within a set period after the project begins. Failing to submit it on time could result in the grant not being activated or payments being delayed.

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2.7 Project Amendments

Overview

Project amendments are changes made to an award after it has been approved, such as adjustments to the budget, project dates, personnel, or project scope. Some changes may be flexible depending on the funder, but critical changes like scope or award dates always require funder approval before they can take effect. Properly managing amendments ensures the project stays aligned with the approved award and is accurately reflected in the university’s records.

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Finance Office

Post Award Handbook

2. Project Handover and Setup

Key Users

At a glance

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