New Finance and Research processes – who should I turn to for my research support needs?
1. Contact names in the current structure
Research Office, 7 Woodland Road
Jean Pretlove, Research Development Manager (ext. 88892) (Mon, Tue)(Wed Senate House)
Valerie Aspin, Research Development Manager (ext. 88892) (Thu, Fri)(Wed Senate House)
Sam Barlow, BIRTHA Administrator (ext. 17879) (Tue, Wedn, Fri)
Alison Griffiths, Research Development Associate (ext. 18028) (Mon)(Senate House other days)
Azita Ghassemi, Research Development Officer (ext. 18460) (Mon)(Senate House other days)
You can contact Jean and Valerie using a common email address:
RED, 3rd floor, Senate House
Jean Pretlove, Research Development Manager (Wedn) (contactable by email)
Valerie Aspin, Research Development Manager (Wedn) (contactable by email)
Alison Griffiths, Research Development Associate (ext. 18028) (Mon - Fri)
Azita Ghassemi, Research Development Officer (ext. 88676) (Mon - Fri)
Andrew Wray, Enterprise and Knowledge Exchange Programme Manager (ext. 46968)
Tom Bowker, EU Research Development Manager (ext. 88036)
Helen Jordan, EU Research Development Manager (ext. 88483)
Tiernan Williams, EU Research Development Officer (ext. 88483)
Tom Morgan, Contracts Officer (ext. 88644) – Main contact in the Contracts team
Marion Eaves, Contracts Manager
Finance Services, 3/5 Woodland Road
Jackie Bishop, Deputy Faculty Financial Controller (ext. 88370)
Gareth George, Account Manager (ext. 88377)
Keiko Miyazawa-Morris, Processing Clerk (ext. 18461)
Personnel, 3/5 Woodland Road
Jon Cartwright, Personnel Assistant (ext. 17368)
Janet Cainey, Personnel Advisor (ext. 17367)
Julie Brown, Personnel Manager (ext. 88517)
2. Research type queries
· Early stages of applications
Funding opportunities, ResearchResearch alerts / Azita GhassemiExpert information on AHRC and other funders / Jean Pretlove, Valerie Aspin, Alison Griffiths
To take part in a major bid process managed by RED / Jean Pretlove, Valerie Aspin
Enquiries about EU schemes / applications forms / Tom Bowker, Tiernan Williams
Organise networking workshops to build ideas for collaborative work / Jean Pretlove, Valerie Aspin, Alison Griffiths, Azita Ghassemi
Grant application training / Arts Faculty Intranet, RED Intranet, Staff Development courses (led by RED)
Gain new contacts in other faculties for inter-disciplinary work (via other Research Development Managers in RED) / Jude Hill, Social Sciences and Law
Simon Gray, Science and Engineering
Lisa Hill, Science
Kathleen Sedgley, Medical and Veterinary Science
Lindsey Gaunt, Medicine and Dentistry
· Development of application
New application / Please alert your DHR, Gareth George, Jean Pretlove/ Valerie Aspin of every new application.Jean Pretlove, Valerie Aspin, Alison Griffiths for review of drafts / for advice on funders and schemes.
Gareth George for costing and application process.
Julie Brown for personnel questions.
Cost implications for School and or space issues regarding potential new staff / Gareth George for financial implications of different funding streams.
Head of School and School Manager for viability of institutional support.
Advice on impact and dissemination / Jean Pretlove, Valerie Aspin, Alison Griffiths
Andrew Wray in RED
Centre for Public Engagement
Letters of support as part of application / PI to draft, help available from Jean Pretlove and Valerie Aspin
Peer review (REAP) / Azita Ghassemi
Examples of past applications / Arts intranet, Azita Ghassemi, Gareth George
Help to respond to peer reviews / Jean Pretlove and Valerie Aspin
Help on rejected applications (including re-using them for other funders) / Jean Pretlove and Valerie Aspin
3. Finance type queries
· Pre-award
Project costing and related application admin / Gareth GeorgeStart an FEC costing on the system / PI or Gareth George
Obtain costings from partner unis in an application / Gareth George (please send him full contact details)
Opening of new project code / Gareth George
· Post-award, project related
News of successful award / Please contact:Gareth George (for finance)
Your Head of School and School Manager
Sam Barlow (for Uni and external communications)
Review of project expenditure / Gareth George
Invoicing research funders / Gareth George
Help with financial section of the funders progress reports / final reports / Gareth George
Changes in project expenditure, including changes in use of staff budget, whether you need to ask authorisation from funder or not / Gareth George
Request for a no-cost extension to funder / PI to draft justification letter and send to Jean Pretlove/Valerie Aspin for review and to Gareth George for forwarding to funder
Recruitment of project staff / Janet Cainey for general advice,
Jon Cartwright for admin related issues
Your School Manager
Requests for daily rates (staff and non staff) / Gareth George
Timesheets / Project team to fill in and to pass on to Gareth George
· Post-award, day to day
Staff Expenses / fees / PI and project staff to enter on Proactis, print, attach any receipts and pass on to Keiko Miyazawa-Morris.Cheque requests / Detailed requests, form signed by PI, sent to Gareth George
Requisitions for all purchases incl. travel, stationery, equipment. / PI or delegate to input requisition into Proactis.
Travel bookings / PI or delegate to book via Keytravel online. NB Proactis purchase order reference number is required to be input before tickets can be purchased.
Creation of new supplier on Proactis / PI to send detailed info to Keiko Miyazawa-Morris
Non staff expenses / fees / Paper form to be signed by PI and passed on to Keiko Miyazawa-Morris
Delivery notes / PI or delegate to receipt delivery of goods on Proactis.
Invoices / PI to forward to Keiko Miyazawa-Morris
Queries on fees, expenses and invoices – not yet posted to the accounts / Gareth George
Queries on fees, expenses and invoices – already posted to the accounts / Keiko Miyazawa-Morris
Questions on Proactis / Initial point of contact is Keiko Miyazawa-Morris in the Faculty. In Keiko’s absence, refer to Gareth George or Jackie Bishop.
All staff should know how to enter their expenses on Proactis. Large number of courses available from Staff Development web pages.
Requests for virements from one account to another or to another department (journals) / Gareth George
Each claim has to be signed off by the PI on Proactis prior to being approved by finance. PIs will therefore need to check their Proactis account regularly.
If you want to delegate this role to a member of your team, please contact Jackie to discuss.
How to authorise a purchase on Proactis:
· Log into Proactis through the purchasing home page: http://www.bristol.ac.uk/Depts/Bursar/Purchasing/
· Follow the link to Claims awaiting Authorisation on the right hand side of the Home or Expenses screen
· Select a claim from the list
· Review the information
· Either reject, authorise or authorise with comments
If you reject a claim, it will return to the person who entered the claim. They can find, edit and resubmit it.
4. Contracts type queries
If want to apply for a tender / Send terms to Tom Morgan urgentlyTo sign contracts and put together sub-contracts / Tom Morgan
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