Externally Funded Projects
Project Implementation
How to Charge Costs and Follow Up Your Project Economy
When costs are charged to the project, the project account string must be used. It consists of a cost code at department level, a number indicating the funding source and a unique project number.
When hiring staff to work on your project you have to follow your division’s HR procedures and use the account string.
All other direct operating costs to be charged to the project must be accounted for by the project's cost code, funding source number and project number. In the invoice management system Basware there are separate entries for project number and funding source number so that the invoice is charged to the project.
When travel expenses or other reimbursements are to be charged to the project through the personnel system (Personalportalen), it is important to override the account string if the person submitting the travel expense or reimbursement claim is not directly employed on the project.
“LIS OUS” is available via the OUS intranet and can be used to generate reports on your own project to keep track of the finances, what has come from revenue (funding) and what is charged of cost to the project. If there is something wrong, contact the available support staff in the department or financial manager/advisor in your division for help.
Financial Reporting
The project manager is responsible for ensuring that deadlines for scientific and financial reporting are met. The following guidelines apply to financial reporting (including final reporting) to external funding sources:
- Financial reporting to EU will be done by Research Support, team for External Funding and Reporting at OUS
- Financial reporting to KLINBEFORSK should be reviewed by Research Support, team for External Funding and Reporting at OUS
- Financial reporting to the Research Council needs to be quality assured by Research Support, team for External Funding and Reporting at OUS
- Financial reporting to other sources of funding can be approved by your head of department and head of finance at your division. Team for External Funding and Reporting and/or financial advisor at your division can be contacted for assistance with financial reporting.