Post Award Handbook
2. Project Handover and Setup
Key Users
- Research Finance
- Departmental & Finance Administrators
- Principal Investigators
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.Can't find what you are looking for?
Contact the Research Finance team at RFCompliance@warwick.ac.uk
Contents:
Worktribe is the University's research management system, used to manage research projects from application through to completion. When a project is awarded, Research Finance receives a notification in Worktribe to action the post-award setup. This involves accessing the project, downloading the post-award template, validating key data fields, and setting the project to live once the SAP project code has been assigned. Getting this right at the start ensures project records are accurate in both Worktribe and SAP from day one, supporting smooth project management throughout the lifecycle.
Getting started in Worktribe
An introductory guide covering how to access Worktribe, navigate the system, download the post-award template and budgets, complete and validate data, and maintain an audit trail through comments.
For system access, technical issues, training queries, and further Worktribe guidance, visit the R&IS Worktribe pages.
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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.
Fast-track funder process
Use when a project needs a full project code setting up quickly for a trusted funder who is pre-approved for fast-track setup.
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Early code process
Use when a project needs a code setting up before the award is fully confirmed and the funder is not on the fast-track list.
See also: E1 Early code request form in Toolbank.
E1 - Early code request form
Use to request a partial early project code before the award is fully confirmed.
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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.
PS1 — Project setup stage 1
Use when a Worktribe awarded notification has been received and the initial project setup needs to be initiated in SAP.
PS2 — Project setup stage 2
Use when a notification has been received that stage 1 is complete and the project setup needs to be progressed to the next stage.
PS3 — Project setup stage 3
Use when a notification has been received that stage 2 is complete and the project setup needs to be progressed by the Finance Manager.
PS4 — Project setup stage 4
Use when a notification has been received from the Finance Manager that stage 3 is complete and the final project setup steps need to be completed.
PS5 — Create new costing sheet
Use when a new costing sheet needs to be set up in SAP to enable automatic monthly postings to project WBS elements.
PS6 — Create or amend customer account
Use when a customer account needs to be created or amended in SAP.
See also: MDR1 form in Toolbank.
PS8 —Projects with foreign currency
Use when a project budget has been awarded in foreign currency and guidance is needed on recognising income, allocating it, revising budgets, and handling exchange rate differences.
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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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Tax and VAT training
A range of short online training courses covering VAT in HE, tax for managers, and research tax topics. Access via the Finance Office training pages.
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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.
PR12 — Start certificates
Use when a grant from a funder requiring a start certificate has been activated, and guidance is needed on timeframes, submitting the return, handling delays, and updating the project memo.
Consider if can be linked to funder requirements
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Refer to VASE
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