Thursday, April 12, 2012


date: Wed, 7 May 2008 12:08:37 +0100
from: "Cater Sandra Mrs \(FIN\)" <>
subject: RE: Request for Cost date for DOE Grant
to: "Jones Philip Prof \(ENV\)" <>, "Meardon Fiona Miss \(RBS\)" <>, "Meldrum Alicia Dr \(RBS\)" <>

Dear Phil,

I have reconciled the account to date and propose to send the following figures - all in

Received to date 1,589,632.00


Staff buyout - Jones 71,708.00

Cons - actual to date 9,650.00

Travel - actual to date 6,940.00

Indirect costs on above 66,200.00

Total to 30/04/08 1,744,130.00

April to June 08

Staff - Jones 19,290.00

Cons 10,550.00 - includes some of the previous year under spend

Travel 3,840.00 - as above

Indirect costs 25,200.00

Total 58,880.00

July to Sep 08

Staff - Jones 19,290.00

Cons 3,200.00 - includes some previous under spend

Travel 4,500.00 - as above

Indirect costs 20,200.00

Total 47,190.00

These figures keep within the allocated budget. Please let me know if you agree this I will
e-mail Catherine.



Sandra M Cater
Office Supervisor
Finance Research
Registry Building
University of East Anglia
NR 4 7TJ
Tel : 0044-1603-593216
Fax : 0044-1603-593860

From: Phil Jones []
Sent: Thursday, May 01, 2008 9:44 AM
To: Meardon Fiona Miss (RBS); Meldrum Alicia Dr (RBS); Cater Sandra Mrs (FIN)
Subject: Fwd: Request for Cost date for DOE Grant

Alicia, Fiona, Sandra,
Hope this doesn't take too long to work out and send to Catherine.
If you need any help let me know.

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Subject: Request for Cost date for DOE Grant
Date: Wed, 30 Apr 2008 13:44:38 -0500
Thread-Topic: Request for Cost date for DOE Grant
Thread-Index: Aciq8j7EoosKEL4QQ9OUgErATV9ppA==
From: "Richardson, Catherine" <>
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Fiona Meardon
East Anglia University

Dear Grantee:


In accordance with the President's Management Agenda, there has been and continues to be a
Government-wide movement to ensure that the American people receive better results for
their money. Thus, all government entities are striving to improve the quality, accuracy,
and timeliness of financial information regarding the results of operations and overall
performance. As we seek to accomplish this goal, we are requesting cost data from our
Grant recipients that have received significant financial assistance monies from the
Department of Energy Office of Science - Chicago Office. The requested information,
summarized below, will assist in our continuing efforts to ensure that we produce accurate
and timely financial information. We need your assistance in the following areas:

A. Providing Cumulative Cost Data:

For most of the awards administered by the Office of Science - Chicago Office, there is a
financial reporting requirement to submit cost data on the Financial Status Report (SF-269)
at the end of the project period. Currently, there is no requirement for you to submit
cost data on a more frequent basis. However, in order to achieve our goal of improving the
quality, accuracy, and timeliness of our financial information, the Department's external
independent auditors have insisted that we confirm cumulative cost balances with Grantees
that have received significant financial assistance monies at least annually. For each
grant award listed, we request that you provide the following:

DOE Grant Award(s) No.


Cumulative actual Cost through March 31, 2008
(from inception of the award):


Your best estimate for costs to be incurred for April through June 30, 2008:


Your best estimate for costs to be incurred for July through September 30, 2008:

We are not requiring a specific or formal format for the requested information. Instead,
please e-mail your cost data as requested above for each identified grant award to
Catherine Richardson at [4] Please direct your comments
and/or questions to Ms. Richardson at 630/252-6276.

B. Requesting Advances and Reimbursements:

Consistent with our efforts to improve the Department's financial information, we are
reviewing significant unpaid balances on our financial assistance awards as well as any
credit balances on the Quarterly Federal Cash Transactions Reports (SF-272) which would
indicate a delay between the performance of the work and the requests for reimbursements
submitted to us from your organization. The Department's external auditors and other users
of financial information are concluding that these unpaid balances may not be used and
possibly should be withdrawn. Therefore, we request that you:

� Review your existing procedures for requesting advances and
reimbursements from DOE; and
� Ensure that the delay between the performance of work and subsequent
reimbursements is as minimal as administratively possible.

If this situation does not apply to your organization, no action is required on your part.

We appreciate your support in this important initiative. If you have any questions, please
call Cornell Williams at 630/252-2394 or e-mail him at [5]

Catherine Richardson
Staff Accountant
US Department of Energy
Office of Science - Chicago Office

Prof. Phil Jones
Climatic Research Unit Telephone +44 (0) 1603 592090
School of Environmental Sciences Fax +44 (0) 1603 507784
University of East Anglia
Norwich Email

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