Queen Mary research account management is provided by the JRMO through the Worktribe system.

The JRMO offers a comprehensive range of services to support its researchers in Worktribe. This page contains guidance on how we can help you set up your financial account, ensure that expenditure against your account is dealt with efficiently, provide you with budget information, and close down completed grant accounts.

• Setting up an account
• Directly employed staff
• Staff appointments
• Purchasing equipment and consumables
• Budget holder/ JRMO responsibilities
• Project conclusion

Setting up an account

The Research Lead will have worked with the Costing and Contracting team and had an account set up in Worktribe.

Once the relevant funding is awarded and the grant goes live that information will move into the post-award part of Worktribe.  All relevant documentation should then be uploaded into Worktribe. Formal announcements no longer happen but the behind the scenes processes are comparable.  

Directly-employed staff

If your project directly employs a member of staff, then that member of staff will be paid from the staff, medical or nursing budget lines. 

Staff costs will be shown against the staff budget line. No staff can be paid for overtime or unsocial hours without the prior agreement of the JRMO.

Staff appointments

The RL or Institute administrator must contact the JRMO for its approval of all project appointments. The JRMO will give the final approval that the budgets and dates for the appointment conform to the sponsor award announcement and that the advertisement for the appointment can be made.  Once this approval has been confirmed, the HR process can begin.

Purchasing equipment and consumables

All Queen Mary purchases should be in line with the procurement regulations. Orders can be made via the Agresso online purchasing system or the College manual ordering system.

Further information about procurement is available.

Overhead costs

Where possible, all Queen Mary overheads are transferred from individual projects to a central fund. This is achieved through an automatic process which is based on the staff costs associated with the project. For projects where there are no staff costs, a manual journal is prepared every quarter. 

Budget holder/ JRMO responsibilities

Ultimately, although the JRMO is responsible for budget administration, it is the research lead who is the budget holder for a project.

From the initial project announcement that is sent out, it is clear how much is available to spend and what it can be spent on. It is the RL’s responsibility to ensure that the project does not over-run budget.

The research lead must also ensure that the JRMO is kept up to date on clinical trial recruitment figures, so that the Office can invoice the funder at the correct times, with accurate information. It is the research lead's responsibility to inform the JRMO of any changes to the duration of the project.

Each Queen Mary staff member in the JRMO is given a portfolio of active grants to administer for which they take individual responsibility. They will monitor expenditure, collect income and provide and research leads will be able to access statements and other information relating to their accounts through Worktribe.

Some grants (Research Councils) automatically pay their amounts due on a profiled payment system.

For charities, commercial, other government departments and European funders, the team manually raise invoices for amounts owing. This usually takes place quarterly (annually for European funders).

Project conclusion

Researchers need to ensure that the JRMO is informed once a project has finished.

Please be aware that staff may still have some financial milestones to meet before our files can be closed. Three months before the end of the project an interim final expenditure statement is sent out to the research lead outlining the remaining budget and requesting that they check final dates and actual expenditure. This allows the lead to address any queries before the project's end.

One month before the final expenditure statement, or the final invoice is submitted, a final expenditure statement is sent to the Investigator to agree on all expenditure. This should be agreed through Wortribe.

Once all of the relevant staff, equipment, consumables, overheads or service costs have been paid from the project, any residual money (if applicable and requested), will be journaled to the relevant account, to be used to facilitate future research within the department.