Finance

Write Off/Write Back Policy

This policy covers research projects which have ended, the final payment has been received and all scientific milestones have been met.

Debit Balances:

Projects should be reconciled and a balance determined within 3 months of receipt of the final payment. If an overspend has occurred, the School should be contacted and asked to provide School codes for the overspend to be charged to. If the School fail to respond to the initial RGS staff will adopt a policy of requesting the appropriate 3 further times, if the School still fails to provide the coding RGS will remove the overspend to a School account.

If there is a dispute over the balance and no resolution can be found, RGS may decide to write-off the outstanding balance. The following process is in place to write-off debit balances:

Balances up to £100 – Can be written off by the Research Grants Administrators (RGA) within RGS, without any sign-off from RGS Management.

Balances from £100 to £10,000 – Request for write-off prepared by RGA and approved by Research Administration Manager (RAM).

Balances over £10,000 – Request for write-off prepared by RGA, and passed to RAM for initial approval. IF RAM approves, the write-off will be submitted to the Director of Transaction Services for final approval.

Credit Balances:

If Funding is received on a fixed price basis, and spend is less than income RGS will liaise with the Schools to determine whether the credit balance can be retained by the University. If the Funder agrees to UoE retaining the funds the credit balance will be removed from the Research job code and transferred to a School account to be managed. If the Funder requests return of unspent funds, RGS will return the funds direct to the Funder.

If there is a dispute over the balance and no resolution can be found, RGS may decide to write-back the outstanding balance. The following process is in place to write-back credit balances:

Balances up to £100 – Can be written off by the Research Grants Administrators (RGA) within RGS, without any sign-off from RGS Management.

Balances from £100 to £10,000 – Request for write-off prepared by RGA and approved by Research Administration Manager (RAM).

Balances over £10,000 – Request for write-off prepared by RGA, and passed to RAM for initial approval. IF RAM approves, the write-off will be submitted to the Director of Transaction Services for final approval.

A Research Bad Debt Write-Off form should be completed for all write-offs. The form should include the write-off value, the coding for the write off and a summary of the reason for the write-off. Any back-up documents relating to the write-off should be attached to the form, and the final approved form uploaded to the appropriate project in Worktribe.