date: Wed, 7 May 2008 12:08:37 +0100
from: "Cater Sandra Mrs \(FIN\)" <S.Cater@uea.ac.uk>
subject: RE: Request for Cost date for DOE Grant
to: "Jones Philip Prof \(ENV\)" <P.Jones@uea.ac.uk>, "Meardon Fiona Miss \(RBS\)" <F.Meardon@uea.ac.uk>, "Meldrum Alicia Dr \(RBS\)" <A.Meldrum@uea.ac.uk>

   Dear Phil,


   I have reconciled the account to date and propose to send the following figures - all in
   US$


   Received to date            1,589,632.00

   2007/08

   Staff buyout - Jones           71,708.00

   Cons - actual to date            9,650.00

   Travel - actual to date           6,940.00

   Indirect costs on above         66,200.00


   Total to 30/04/08            1,744,130.00


   April to June 08

   Staff - Jones                 19,290.00

   Cons                             10,550.00 - includes some of the previous year under spend

   Travel                            3,840.00 - as above

   Indirect costs                 25,200.00

   Total                             58,880.00



   July to Sep 08

   Staff - Jones                 19,290.00

   Cons                             3,200.00 - includes some previous under spend

   Travel                            4,500.00 - as above

   Indirect costs                 20,200.00

   Total                             47,190.00



   These figures keep within the allocated budget. Please let me know if you agree this I will
   e-mail Catherine.


   Regards

   Sandra



   Sandra M Cater
   Office Supervisor
   Finance Research
   Registry Building
   University of East Anglia
   Norwich
   NR 4 7TJ
   Tel : 0044-1603-593216
   Fax : 0044-1603-593860
   e-mail: s.cater@uea.ac.uk
   ___________________________________________________________________________________________

   From: Phil Jones [mailto:p.jones@uea.ac.uk]
   Sent: Thursday, May 01, 2008 9:44 AM
   To: Meardon Fiona Miss (RBS); Meldrum Alicia Dr (RBS); Cater Sandra Mrs (FIN)
   Subject: Fwd: Request for Cost date for DOE Grant


    Alicia, Fiona, Sandra,
        Hope this doesn't take too long to work out and send to Catherine.
    If you need any help let me know.
    Cheers
    Phil

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   Subject: Request for Cost date for DOE Grant
   Date: Wed, 30 Apr 2008 13:44:38 -0500
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   From: "Richardson, Catherine" <Catherine.Richardson@ch.doe.gov>
   To: p.jones@uea.ac.uk
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   Fiona Meardon
   East Anglia University


   Dear Grantee:

   SUBJECT:  REQUEST FOR COST INFORMATION

   In accordance with the President's Management Agenda, there has been and continues to be a
   Government-wide movement to ensure that the American people receive better results for
   their money.  Thus, all government entities are striving to improve the quality, accuracy,
   and timeliness of financial information regarding the results of operations and overall
   performance.  As we seek to accomplish this goal, we are requesting cost data from our
   Grant recipients that have received significant financial assistance monies from the
   Department of Energy Office of Science - Chicago Office.  The requested information,
   summarized below, will assist in our continuing efforts to ensure that we produce accurate
   and timely financial information.  We need your assistance in the following areas:

   A.         Providing Cumulative Cost Data:

   For most of the awards administered by the Office of Science - Chicago Office, there is a
   financial reporting requirement to submit cost data on the Financial Status Report (SF-269)
   at the end of the project period.  Currently, there is no requirement for you to submit
   cost data on a more frequent basis.  However, in order to achieve our goal of improving the
   quality, accuracy, and timeliness of our financial information, the Department's external
   independent auditors have insisted that we confirm cumulative cost balances with Grantees
   that have received significant financial assistance monies at least annually.  For each
   grant award listed, we request that you provide the following:

   DOE Grant Award(s) No.





                                               1.

   Cumulative actual Cost through March 31, 2008
        (from inception of the award):




                                               2.

   Your best estimate for costs to be incurred for April through June 30, 2008:




                                               3.

   Your best estimate for costs to be incurred for July through September 30, 2008:



   We are not requiring a specific or formal format for the requested information.  Instead,
   please e-mail your cost data as requested above for each identified grant award to
   Catherine Richardson at [4]catherine.richardson@ch.doe.gov.  Please direct your comments
   and/or questions to Ms. Richardson at 630/252-6276.


   B.         Requesting Advances and Reimbursements:

   Consistent with our efforts to improve the Department's financial information, we are
   reviewing significant unpaid balances on our financial assistance awards as well as any
   credit balances on the Quarterly Federal Cash Transactions Reports (SF-272) which would
   indicate a delay between the performance of the work and the requests for reimbursements
   submitted to us from your organization.  The Department's external auditors and other users
   of financial information are concluding that these unpaid balances may not be used and
   possibly should be withdrawn.  Therefore, we request that you:

                      Review your existing procedures for requesting advances and
   reimbursements from DOE; and
                       Ensure that the delay between the performance of work and subsequent
   reimbursements is as minimal as administratively possible.

   If this situation does not apply to your organization, no action is required on your part.

   We appreciate your support in this important initiative.  If you have any questions, please
   call Cornell Williams at 630/252-2394 or e-mail him at [5]cornell.williams@ch.doe.gov.



   Catherine Richardson
   Staff Accountant
   US Department of Energy
   Office of Science - Chicago Office
   (630)252-6276

   Prof. Phil Jones
   Climatic Research Unit        Telephone +44 (0) 1603 592090
   School of Environmental Sciences    Fax +44 (0) 1603 507784
   University of East Anglia
   Norwich                          Email    p.jones@uea.ac.uk
   NR4 7TJ
   UK
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