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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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
3. https://canit.uea.ac.uk/b.php?i=2299780&m=2e3481b4882c&c=n
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