From: Phil Jones <p.jones@uea.ac.uk>
To: "Cater Sandra Mrs \(FIN\)" <S.Cater@uea.ac.uk>, "Meardon Fiona Miss \(RBS\)" <F.Meardon@uea.ac.uk>, "Meldrum Alicia Dr \(RBS\)" <A.Meldrum@uea.ac.uk>
Subject: RE: Request for Cost date for DOE Grant
Date: Wed May  7 12:42:32 2008

    Sandra,
        These will be fine. Keep a note of these in the file to check
    against when the later claims are made.
    Cheers
    Phil
   At 12:08 07/05/2008, Cater Sandra Mrs \(FIN\) wrote:

     Dear Phil,

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

     Received to date            1,589,632.00
     2007/08
     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.

     Regards
     Sandra


     Sandra M Cater
     Office Supervisor
     Finance Research
     Registry Building
     University of East Anglia
     Norwich
     NR 4 7TJ
     Tel : 0044-1603-593216
     Fax : 0044-1603-593860
     e-mail: s.cater@uea.ac.uk
       ___________________________________________________________________________________

     From: Phil Jones [[1]mailto:p.jones@uea.ac.uk]
     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.
      Cheers
      Phil
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     Subject: Request for Cost date for DOE Grant
     Date: Wed, 30 Apr 2008 13:44:38 -0500
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     Thread-Topic: Request for Cost date for DOE Grant
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     From: "Richardson, Catherine" <Catherine.Richardson@ch.doe.gov>
     To: p.jones@uea.ac.uk
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     Fiona Meardon
     East Anglia University


     Dear Grantee:

     SUBJECT:  REQUEST FOR COST INFORMATION

     In accordance with the Presidents 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
     Departments 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.





                                               1.

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




                                               2.

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




                                               3.

     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 [5]catherine.richardson@ch.doe.gov.  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 Departments 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 Departments 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
     [6]cornell.williams@ch.doe.gov.



     Catherine Richardson
     Staff Accountant
     US Department of Energy
     Office of Science - Chicago Office
     (630)252-6276

     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    p.jones@uea.ac.uk
     NR4 7TJ
     UK
     ----------------------------------------------------------------------------


   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    p.jones@uea.ac.uk
   NR4 7TJ
   UK
   ----------------------------------------------------------------------------

References

   1. mailto:p.jones@uea.ac.uk
   2. https://canit.uea.ac.uk/b.php?i=2299780&m=2e3481b4882c&c=f
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   4. https://canit.uea.ac.uk/b.php?i=2299780&m=2e3481b4882c&c=s
   5. mailto:catherine.richardson@ch.doe.gov
   6. mailto:cornell.williams@ch.doe.gov

