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Financials for Year Three Students

Research Support Costs

Your studentship comes with a budget to support project mobility, attendance at national/international conferences and research bench/project costs.

Setting a Budget for Year 3

You are required to work with your supervisor to draw a projected outline budget for Year 3, which will go to the CDT Management Board for approval. This important aspect of your PhD training gives you valuable experience of financial planning and budgeting.

The following illustrates the maximum funding for Year 3. Please read the notes which follow 

Project Mobility £1200 for travel and accommodation/subsistence costs

Conference £700

Research Bench/Project Costs* £4400-£7500

*Project costs will vary depending on the nature of the project and most should fall within the range outlined. Your projected costs should accurately reflect the required funding to complete your research plan. We do not expect that all projects will require funding in the upper end of the range shown. A basic principle of the CDT is that you as a member of the cohort should be looking to maximize what you can get for the budget. Ways that you could do that include; forward planning visits between Universities to maximize time and save of near to journey price increases; augmenting the conference budget by applying for supplementary/leverage funding elsewhere and in Research Support engaging with each other in the cohort and in the various groups you work in to maximize value e.g. if someone is using a microscope can they occasionally look at your samples in their booking? Can you do something for them? Can you provide them with additional samples from your project?

Facilities costs: Given the diversity of facilities available there is a diversity of charging and access rates in use between the two Universities. Rates vary by department and your supervisor/ facilities manager should be able to help you with estimating costs.

Additionally, where projects might incur significant costs the supervisory team is expected to augment the CDT support from resources they have (e.g. external grants, University support etc).  One face-to-face meeting of the entire supervisory team is required per annum and an additional £250 will be made available to support the costs of supervisor travel to the far-site institution (contact Brenda Morris for information).

 

Managing Your Research Budget

Once approved, you are responsible for managing and keeping track of all expenditure against your annual budget. You will be asked to include a review of your budget as part of the annual progress review process.

All procurement must take place in line with established procedures at the School of Maths & Physics at QUB.  Please read the following guidance carefully:

 

Project Mobility

This budget allocation is to support mobility between the two partner institutions, the CDT industrial partners and for your travel to Dublin for any outstanding Innovation Academy courses.  You are not normally permitted to use any underspend for other research costs. Please speak to Brenda Morris if you have any queries.

All bookings for travel and accommodation must be made through the School Finance Office at QUB and CDT Administrator at QUB. You must allow sufficient time for bookings to be made on your behalf. A minimum of 10 working days’ notice is normally required. Please note that it is not possible to make any bookings using Airbnb.

 

Travel & Accommodation

Students Based at Queen’s University Belfast

  • Please complete a Requisition form when booking travel/accommodation.  If possible, the form must be signed and authorised before a booking can be made.  You may find it useful to refer to the example of a completed requisition here.
  • For travel outside the UK please contact Selective Travel (qub@selective-travel.co.uk) for quotes, please copy Gary Hall (g.hall@qub.ac.uk ) and piads.cdt@qub.ac.uk into the email.
  • Travel within the UK can be made using the computer in the School Finance Office.  The Finance Team will provide you with the purchase card details and the login details of approved economy airlines (EasyJet, Flybe, Aer Lingus, Ryanair and Jet2).
  • Accommodation must be made through Selective Travel.  When requesting quotes please copy Gary Hall and PIADS into the email. To make the booking please confirm your choice with Selective Travel and Gary Hall will then arrange payment.

Students Based at University of Glasgow

  • Please complete a Requisition form when booking travel/accommodation.  If possible, the form must be signed and authorised before a booking can be made.  You may find it useful to refer to the example of a completed requisition here.
  • Contact Selective Travel (qub@selective-travel.co.uk) for quotes, please copy Gary Hall (g.hall@qub.ac.uk ) and piads.cdt@qub.ac.uk into the email.
  • Confirm your flight/accommodation option with Selective Travel, Gary Hall & PIADS and include a completed and signed Requisition form. Please do not add the cost of the flights/accommodation to the form, this will be completed by the School Finance Office.
  • Gary Hall/School Finance Office will then arrange payment for your flight/accommodation. You will then receive an email to confirm your travel booking.

You must use the Project Code and the Sub Analysis Code provided to you by the CDT Manager. These are unique identifiers and should not be shared. You may find it useful to refer to the examples of completed requisitions.

 

Reimbursement of Expenses

Students Based at Queen’s University Belfast

  • Please complete the Finance Expenses spreadsheet. You may find it useful to refer to an example of a completed Finance Expenses spreadsheet here.
  • Complete name, project code, sub analysis code and details of the conference/meeting including name of conference, location and date(s).
  • Number receipts and add description of each receipt on the spreadsheet. Please make sure that the number on your receipt matches the numbering on the spreadsheet.
  • If you are claiming for travel please include travel type (train/bus) and destination in the description column. If you are claiming for a meal please specify if it is breakfast/lunch/dinner and date.
  • Please use the Notes box to add further details about a receipt eg if you have lost a receipt or if the receipt is not itemised. If you are claiming for a meal for yourself and a colleague (staff/student) please include their name and the company name or institute of where they come from.
  • Please complete a Request for Payment Form. You may find it useful to refer to an example of a completed Request for Payment Form here.
  • Forward the completed electronic copy of the Finance Expenses spreadsheet, hardcopy of the Request for Payment Form, receipts and bank details to Gary Hall (g.hall@qub.ac.uk) in the School Finance Office.

Students Based at University of Glasgow

  • Please complete the Finance Expenses spreadsheet. You may find it useful to refer to an example of a completed Finance Expenses spreadsheet here.
  • Complete name, project code, sub analysis code and details of the conference/meeting including name of conference, location and date(s).
  • Number receipts and add description of each receipt onto the spreadsheet. Please make sure that the number on your receipt matches the numbering on the spreadsheet.
  • If you are claiming for travel please include travel type (train/bus) and destination in the description column. If you are claiming for a meal please specify if it is breakfast/lunch/dinner and include the date.
  • Please use the Notes Box to add further details about a receipt eg if you have lost a receipt or if the receipt is not itemised. If you are claiming for a meal for yourself and a colleague (staff/student) please include their name and the company name or institute of where they come from.
  • Forward the completed spreadsheet and scanned receipts to Gary Hall (g.hall@qub.ac.uk) and piads.cdt@qub.ac.uk. In your email please include what the expenses claim is for and that you have attached a copy of the expenses finance spreadsheet and receipts.  Please include your bank details in the email.

 

International/National Conference Participation

You have budget allocation of £700 towards conference participation, which must be agreed and approved by your supervisor. You are strongly encouraged to use this funding to access matched funding from other sources, such as departmental, university and external bursaries (e.g. http://www.iop.org/about/grants/research_student/page_38808.html or http://www.iop.org/about/grants/barber/page_38812.html)

*some students may have been permitted to use their 2018/19 allocation in 2018/19. Similarily, some students may have carried over unspent conference funds from previous years. 

All bookings for conference (travel, accommodation and conference fees) should be made through the School Finance Office and the CDT Administrator at QUB.  Please forward an electronic copy of the approval form signed by your supervisor to piads.cdt@qub.ac.uk and g.hall@qub.ac.uk. You must use the Project Code and the Sub Analysis Code provided to you by the CDT Manager. These are unique identifiers and should not be shared.

It is expected that you provide your supervisory team and the CDT cohort with feedback on the conferences that you attend and report on any new developments in the field.

 

Other Research Support/Bench Costs

The nature of your research activity means that you will require access and consumables (materials, wafers etc.) and to a suite of deposition and process equipment, microscopy in both institutions and cleanroom microfabrication. You must work with your supervisors at both institutions to manage these costs. All materials and consumables should be ordered through the CDT Administrator at QUB. Please forward an electronic copy of the approval form signed by your supervisor to piads.cdt@qub.ac.uk. You must use the Project Code and the Sub Analysis Code provided to you by the CDT Manager. These are unique identifiers and should not be shared.

If you require delivery to the University of Glasgow you must ensure that the delivery details are clearly stated.

 

Confirm Receipt of Materials

You must email the School Finance Office g.hall@qub.ac.uk to confirm that you have received the materials/goods ordered. Please note failure to do this may result in future requisitions being declined.