date: Tue Dec 16 16:43:40 2008
from: Phil Jones <p.jones@uea.ac.uk>
subject: Re: Invoice to University of Reading on R14665
to: ian renfrew <i.renfrew@uea.ac.uk>

    Ian,
      I passed this onto you. If you have a research grant then you have
    to sign for things like this. What you have to do this time is just
    to sign it to say the goods or whatever have been received.
      I used to be able to do this for Nathan's grant, but it seems
    I can't now. I am already a signee on all grants, but since recently this
    has been restricted to just my grants. I complained about
    this, but was told I had to fill in a separate form for each grant!
      You should be able to look at this grant on the PMA system as
    I can't. But, I bet no-one in SCI Finance knows Nathan has left!
      Sorry to drop this on to you. I thought you were a signatory.
    Cheers
    Phil
   At 16:26 16/12/2008, you wrote:

     Dear Finance people,
     Can someone tell me what the conclusion of all this was?
     In plain english please.
     I've just received an invoice from Reading.
     Should I throw it in the bin?
     Or pass to someone - if so who.
     I am not qualified to sign it, as the expenses are not something I can check.
     thanks Ian
     Doyle Richard Dr (RBS) wrote:

     Yes and this is exactly what has happened with this grant. All costs for Reading and BAS
     were split out in the budget headings. So far there is no spend under these collaborator
     "W" headings. It seems to me that any invoices from Reading or BAS not charged to the
     "W" headings should be recharged as appropriate, by the school/faculty. Future invoices
     from the collaborators should be charged to the appropriate heading, as is the normal
     procedure.

     Richard
     __________________________________________________________________
     *Dr Richard Doyle, Research Contracts Associate*
     University of East Anglia
     *Tel:* 01603 591483 | *Fax:* 01603 591550
     *Email:* richard.doyle@uea.ac.uk  |*  Web:* [1]www.uea.ac.uk/reeo
     Research, Enterprise & Engagement Office, The Registry, University of East Anglia,
     Norwich, NR4 7TJ.
     University companies registered in England: UEA Enterprises Ltd (Company No. 02626389);
     UEA
     Consulting Ltd (Company No. 6477521); SYS Consulting Ltd (Company No. 04045713).
     Registered
     Office: The Registry, University of East Anglia, Norwich, NR4 7TJ
     __________________________________________________________________
     This email may contain privileged information. If you are not the intended recipient
     please notify the sender and delete all copies.

         ------------------------------------------------------------------------
         *From:* Janice Darch [[2]mailto:J.Darch@uea.ac.uk]
         *Sent:* Monday, November 17, 2008 10:24 AM
         *To:* Doyle Richard Dr (RBS); Reynolds Elly Mrs (ACAD);
         npgillett@googlemail.com
         *Cc:* Renfrew Ian Dr (ENV); Jones Philip Prof (ENV)
         *Subject:* Re: Invoice to University of Reading on R14665
         Hi ,
         Collaborator and coIs are  different things in NERC speak.If a PI     from UEA and a
     CoI  from say  Reading put their  costs on the same
         form the CoI's   actual DA  cost go into the same budget as ours and
         have to be split out at award stage by the PI's institution.
         Janice
         _____________________________________________________________________________
         Dr J. P. Darch
         Research Manager
         School of Environmental Sciences
         University of East Anglia
         Norwich
         NR4 7TJ
         UK
         Tel :+44  (0)1603 592994
         Mobile:+44  (0)7796932595
         Fax: +44 (0)1603 592535
             ----- Original Message -----
             *From:* Doyle Richard Dr (RBS) <[3]mailto:Richard.Doyle@uea.ac.uk>
             *To:* Reynolds Elly Mrs (ACAD) <[4]mailto:E.Reynolds@uea.ac.uk> ;
             npgillett@googlemail.com <[5]mailto:npgillett@googlemail.com> ;
             Darch Janice Dr (SCI) <[6]mailto:J.Darch@uea.ac.uk>
             *Cc:* Renfrew Ian Dr (ENV) <[7]mailto:I.Renfrew@uea.ac.uk> ; Jones
             Philip Prof (ENV) <[8]mailto:P.Jones@uea.ac.uk>
             *Sent:* Monday, November 17, 2008 10:00 AM
             *Subject:* RE: Invoice to University of Reading on R14665
             Dear All,

             (Note my email address is richard.doyle@uea.ac.uk
             <[9]mailto:richard.doyle@uea.ac.uk>, I have not received any
             previous emails regarding this sent to r.doyle@uea.ac.uk
             <[10]mailto:r.doyle@uea.ac.uk>)

             The collaborator costs are under the following headings:

             Staff - WS
             Travel and Subsistence - WT
             Indirect and Estates - WI

             Invoices can be charged by the PI to these headings. Any
             invoices from Reading or BAS not charged under these headings
             should be recharged. I can send out copies of the subcontracts
             if required - let me know.

             If there are any further queries please let me know.

             Regards,

             Richard
             __________________________________________________________________
             *Dr Richard Doyle, Research Contracts Associate*
             University of East Anglia
             *Tel:* 01603 591483 | *Fax:* 01603 591550
             *Email:* richard.doyle@uea.ac.uk  |*  Web:* [11]www.uea.ac.uk/reeo
             Research, Enterprise & Engagement Office, The Registry,
             University of East Anglia, Norwich, NR4 7TJ.
             University companies registered in England: UEA Enterprises Ltd
             (Company No. 02626389); UEA
             Consulting Ltd (Company No. 6477521); SYS Consulting Ltd
             (Company No. 04045713).  Registered
             Office: The Registry, University of East Anglia, Norwich, NR4 7TJ
             __________________________________________________________________
             This email may contain privileged information. If you are not
             the intended recipient please notify the sender and delete all
             copies.

                 ------------------------------------------------------------------------
                 *From:* Reynolds Elly Mrs (ACAD)
                 *Sent:* Monday, November 17, 2008 9:25 AM
                 *To:* npgillett@googlemail.com; Darch Janice Dr (SCI); Doyle
                 Richard Dr (RBS)
                 *Cc:* Renfrew Ian Dr (ENV); Jones Philip Prof (ENV)
                 *Subject:* RE: Invoice to University of Reading on R14665
                 Dear All

                 It is not as simple as transferring money from one heading
                 to another.

                 All monies under DA (Directly Allocated) budgets go
                 automatically to the School.  All DI (Directly Incurred)
                 budgets are those which are available for spend by the PI.
     Invoices cannot, therefore, be charged against DA budgets.

                 I am surprised that Lesley Gray was written in under DA
                 costs  surely these should have gone under DI costs?  I
                 note that there is a heading on this account for
                 Collaborators staff costs - is this budget by any chance
                 related to Lesley Grays costs?

                 Regards

                 Elly


                 ------------------------------------------------------------------------
                 *From:* npgillett@googlemail.com
                 [[12]mailto:npgillett@googlemail.com] *On Behalf Of *Nathan Gillett
                 *Sent:* 13 November 2008 18:17
                 *To:* Darch Janice Dr (SCI)
                 *Cc:* Doyle Rebecca Ms (EDU); Mcgonagle Laura Mrs (SCI);
                 Renfrew Ian Dr (ENV); Jones Philip Prof (ENV)
                 *Subject:* Re: Invoice to University of Reading on R14665

                 Hi Janice,
                 Thanks very much for looking into this - it sounds like
                 you're well on the way to sorting this out. The earlier
                 invoice has been paid already from the consumables budget of
                 the project - it was for 3436.89 and I think this was all
                 DA costs for Lesley Gray. I think the payment was authorized
                 by Phil Jones sometime in August. If possible could we get
                 the consumables budget reimbursed with these DA costs?
                 Thanks very much,

                 Nathan

                 2008/11/13 Janice Darch <J.Darch@uea.ac.uk
                 <[13]mailto:J.Darch@uea.ac.uk>>
                 Hi,
                 Well Christine Webster  just brought another invoice from
                 Reading for DA costs to me to sign.  It  is :

                 679.47 for period 1.6.08 to 31.8.08
                 Invoice No 94180

                 Apparently  SCI Fin were aware but  had not until now  set
                 up codes to pay them from..However   neither  Christine nor
                 I have seen the invoice that you are  chasing which is an
                 earlier one . If any one has it please  let me know  and it
                 can be processed.
                 Janice

     _____________________________________________________________________________
                 Dr J. P. Darch
                 Research Manager
                 School of Environmental Sciences
                 University of East Anglia
                 Norwich
                 NR4 7TJ
                 UK
                 Tel :+44  (0)1603 592994
                 Mobile:+44  (0)7796932595
                 Fax: +44 (0)1603 592535
                     ----- Original Message -----
                     *From:* Janice Darch <[14]mailto:J.Darch@uea.ac.uk>
                     *To:* r.doyle@uea <[15]mailto:r.doyle@uea>
                     *Cc:* Nathan.Gillett@ec.gc.ca
                     <[16]mailto:Nathan.Gillett@ec.gc.ca> ; l.mcgonagle@uea
                     <[17]mailto:l.mcgonagle@uea>
                     *Sent:* Thursday, November 13, 2008 10:42 AM
                     *Subject:* Fw: Invoice to University of Reading on R14665

                     Dear Richard,
                     It seem that UEA may have pocketed the DA costs for
                     Reading in this contract rather than passing it on to
                     them. I have copied this to Laura too.Can  you look into
                     this please as  we don't want to pay Exeter out of the
                     UEA DI money.
                      Thanks,
                     Janice

     _____________________________________________________________________________
                     Dr J. P. Darch
                     Research Manager
                     School of Environmental Sciences
                     University of East Anglia
                     Norwich
                     NR4 7TJ
                     UK
                     Tel :+44  (0)1603 592994
                     Mobile:+44  (0)7796932595
                     Fax: +44 (0)1603 592535
                     ----- Original Message -----
                     *From:* Nathan Gillett <[18]mailto:Nathan.Gillett@ec.gc.ca>
                     *To:* Janice Darch <[19]mailto:J.Darch@uea.ac.uk>
                     *Cc:* ian renfrew <[20]mailto:i.renfrew@uea.ac.uk>
                     *Sent:* Wednesday, November 12, 2008 5:45 PM
                     *Subject:* Re: Invoice to University of Reading on R14665

                     Hi Janice,
                     Thanks for the reply. I checked the proposal, see
                     attached, and there is a 5736 cost estimate for Lesley
                     Gray's salary costs (pg 5). On pg 4 this is listed under
                     'Directly allocated: Investigators' - so we did include
                     this funding in the proposal. This money must have been
                     paid to someone - either Reading or UEA. If UEA has not
                     been paid this money, then perhaps it has been paid to
                     Reading by NERC. If UEA has been paid this money, then
                     there must be a mechanism for paying investigators'
                     costs under FEC to other institutions - other projects
                     must be in a similar situation. We definitely did not
                     budget for this money to come out of the consumables budget.

                     Cheers,

                     Nathan

                     2008/11/11 Janice Darch <J.Darch@uea.ac.uk
                     <[21]mailto:J.Darch@uea.ac.uk>>
                     Dear Nathan,
                     We cannot spend  indirect costs  as that money does not
                     come in to ENV accounts.
                     Janice


     _____________________________________________________________________________
                     Dr J. P. Darch
                     Research Manager
                     School of Environmental Sciences
                     University of East Anglia
                     Norwich
                     NR4 7TJ
                     UK
                     Tel :+44  (0)1603 592994
                     Mobile:+44  (0)7796932595
                     Fax: +44 (0)1603 592535
                         ----- Original Message -----
                         *From:* Nathan Gillett <[22]mailto:Nathan.Gillett@ec.gc.ca>
                         *To:* Janice Darch <[23]mailto:J.Darch@uea.ac.uk>
                         *Cc:* Jones Philip Prof (ENV)
                         <[24]mailto:p.jones@uea.ac.uk> ; ian renfrew
                         <[25]mailto:i.renfrew@uea.ac.uk>
                         *Sent:* Monday, November 10, 2008 8:25 PM
                         *Subject:* Re: Invoice to University of Reading on
                         R14665

                         Hi Janice,
                         I just wanted to check again that that invoice from
                         Reading for 3436.89 has been adquately dealt with.
                         I got the email below suggesting this had been paid
                         out of consumables, but I'm pretty sure this is FEC
                         costs for Lesley's time on the project, and
                         therefore should have come out of project overheads,
                         not consumables. In the proposal we budgeted for
                         Lesley's FEC costs to come out of overheads rather
                         than consumables. If this is impossible to change
                         now, then no problem - but if possible, it would be
                         good to keep this on overheads rather than running
                         down funds available for travel and consumables for
                         the rest of Alexey's time on the project. Either
                         way, could you let me know how this has been dealt with?

                         Thanks,

                         Nathan
                         2008/10/23 Nathan Gillett <Nathan.Gillett@ec.gc.ca
                         <[26]mailto:Nathan.Gillett@ec.gc.ca>>
                         Hi Janice, Phil,
                         I just wanted to check that this invoice was for
                         consumables (e.g. not Lesley's time on the project,
                         which should come out of overheads), and is
                         consistent with the contract worked out with
                         Reading. When we wrote the proposal, I included some
                         FEC costs for Lesley's time on the project, as well
                         as some travel support - but I don't think we agreed
                         to fund consumables in Reading.

                         Cheers,

                         Nathan

                         ---------- Forwarded message ----------
                         From: *Hopley Hilary Mrs (SCI)* <H.Hopley@uea.ac.uk
                         <[27]mailto:H.Hopley@uea.ac.uk>>
                         Date: 2008/10/23
                         Subject: Invoice to University of Reading on R14665
                         To: "Gillett Nathan Dr (ENV)" <N.Gillett@uea.ac.uk
                         <[28]mailto:N.Gillett@uea.ac.uk>>
                         Dear Nathan
                         Phil Jones has arranged for us to pay an invoice to
                         Reading for costs on
                         this project for the period 01.03.07-31.05.08. This
                         has taken the
                         consumables budget slightly over spent. You may need
                         to consider viring
                         some money fron travel to consumables if you plan
                         further consumable
                         spending.  I have attached a form in case you need
                         to do this.
                         Hilary
                         Hilary Hopley
                         Administrative Assistant
                         Faculty of Science
                         Bio 0.20
                         University of East Anglia
                         Norwich
                         NR4 7TJ
                         Tel:01603 591017
                         Fax:01603 259492
                         --
     ****************************************************************************
                         Dr Nathan Gillett,
                         Canadian Centre for Climate Modelling and Analysis,
                         University of Victoria,
                         PO Box 3065, STN CSC,
                         Victoria, BC, V8W 3V6,
                         Canada.
                         Tel: (250) 363 8264
                         Fax: (250) 363 8247
                         Email: Nathan.Gillett@ec.gc.ca
                         <[29]mailto:Nathan.Gillett@ec.gc.ca>

     ****************************************************************************
                         --
     ****************************************************************************
                         Dr Nathan Gillett,
                         Canadian Centre for Climate Modelling and Analysis,
                         University of Victoria,
                         PO Box 3065, STN CSC,
                         Victoria, BC, V8W 3V6,
                         Canada.
                         Tel: (250) 363 8264
                         Fax: (250) 363 8247
                         Email: Nathan.Gillett@ec.gc.ca
                         <[30]mailto:Nathan.Gillett@ec.gc.ca>

     ****************************************************************************
                     --
     ****************************************************************************
                     Dr Nathan Gillett,
                     Canadian Centre for Climate Modelling and Analysis,
                     University of Victoria,
                     PO Box 3065, STN CSC,
                     Victoria, BC, V8W 3V6,
                     Canada.
                     Tel: (250) 363 8264
                     Fax: (250) 363 8247
                     Email: Nathan.Gillett@ec.gc.ca
                     <[31]mailto:Nathan.Gillett@ec.gc.ca>

     ****************************************************************************
                 --
     ****************************************************************************
                 Dr Nathan Gillett,
                 Canadian Centre for Climate Modelling and Analysis,
                 University of Victoria,
                 PO Box 3065, STN CSC,
                 Victoria, BC, V8W 3V6,
                 Canada.
                 Tel: (250) 363 8264
                 Fax: (250) 363 8247
                 Email: Nathan.Gillett@ec.gc.ca <[32]mailto:Nathan.Gillett@ec.gc.ca>
                 ****************************************************************************

     --
     Dr Ian A. Renfrew
     Reader in Climate System Dynamics
     School of Environmental Sciences
     University of East Anglia
     Norwich, NR4 7TJ, United Kingdom
     Room: 2.33
     tel: 01603 592557
     fax: 01603 591327
     email: i.renfrew@uea.ac.uk
     [33]http://lgmacweb.env.uea.ac.uk/e046/home.htm
     ----------------------------------------------

   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
   ----------------------------------------------------------------------------

