/

Research

Finance
Office.
«Title»«Initials»«Surname»
«Department»
15 September 2018 / Research Services
New Spring House
231 Glossop Road
Sheffield
S10 2GW
Telephone: 0114 22 «Extension»
Fax: 0114 2221452
Email: «Email»@sheffield.ac.uk

Dear «Title»«Surname»

Sponsor: «Sponsor»

Account No.: «AccountNo»

Grant Title: «Grant_Title»,

End Date: «end_date»

Six Month from Closure Letter

I am writing to remind you that according to Research Finance records, the above named grant is due to finish within six months on «end_date». Note that in uBASE, when an award has passed its end date, no expenditure can be posted against the account. If the end date is not your understanding of the position, or you are expecting an extension to the award, would you please supply me with the correct end date and any supporting documentation from the sponsor.

The University auditors have commented previously that some accounts have experienced a large amount of expenditure in the last months of the award. The aim of this letter is to give you sufficient time to review the account with view to

  • taking any necessary action to charge costs to the account, and ensuring that all goods are receipted before the closure date
  • organising any staff contracts which will change following account closure
  • letting me know if any costs need moving off the account
  • taking steps to prevent an overspend occurring.

Lastly, I would remind you of the importance of ensuring that any final conditions required by the sponsor e.g. final project report, are met as expeditiously as possible to enable the University’s cash flow to remain robust. If there are circumstances that prevent or delay the submission of final reports, please write to the sponsor with a copy to Research Finance to request an extension to the end date. Additionally, it may affect submission of the final invoice.

Should you require any further information or assistance in respect of this account, please discuss it to with your contact in Research Finance.

Yours sincerely,

«Section_Head»

Research Finance

Cc«Dept_Contact»