Important information on using R codes

24 Jun 2021

Information on purchasing IT equipment and making expense claims using R codes

Dear colleagues

We are pleased to inform you that we have modified the approval process for some research project expenditure to reduce administrative burden and facilitate research activity.

IT purchases using research grants (‘R’ codes)

IT services have agreed that if you are purchasing IT equipment with research grant funding on R Codes, you will now be able to use a generic Senior Leadership Team approval letter when placing an order. This change means that it will no longer be necessary to obtain individual approval from SLT for each order.

This approval letter can be added when an order is placed and used for purchases up to the value of £5000.

This change only applies to purchases funded by research grants. Other IT orders should continue to follow the specific rules relating to the purchase of IT items.

Staff Expenses Claims and RBS Purchasing Card approvals using research grants (‘R’ codes)

Staff Expense claims and RBS Purchasing Card requests on ‘R’ codes, no longer need individual approval from the University’s Senior Leadership Team. Instead please attach this generic SLT approval letter to your online Expense claim or completed RBS request form.

Note: RBS Cardholders are still required to obtain approval from Finance Operation Managers before card use. The turnaround of these approvals is usually within one working day.

Procurement guide

Colleagues in Finance and IT Services have also produced an updated guide to procurement during the current COVID-19 restrictions, which includes the above updated information.

• Senior Leadership Team approval letter
• Guide to procurement

Best wishes,

Professor Colette Fagan, Vice-President for Research

Angus Hearmon, Director of IT Services, IT Services

Mark Gilmore, Finance Operations Manager, Directorate of Finance