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Money that carries conditions on how it is spent
Awards funded through federal programmes come with conditions on what may be bought and when. Checking those at the point of purchase is considerably easier than proving compliance with them afterwards.
Conditions attached to the money
Purchasing against federally funded awards is not only about buying well. It is about buying within what that particular award permits, and being able to demonstrate it afterwards.
Ineligible spend is caught while it can change
Permitted use and eligible period are both knowable when a purchase is raised. Checking then is the only moment the answer can still alter what happens.
Allocation is done by the person who knows
Splitting a cost across two awards is accurate when the requester sets it and a guess when finance reconstructs it from a supplier name and a date.
Reporting becomes an export
When every cost already carries its award and its supporting document, funder reporting is a filter rather than a month of collection.
Where funded purchasing usually goes wrong
The failures here are rarely about buying badly. They are about the connection between a cost and the award that funded it.
Assigned afterwards
Finance allocates costs to awards at month end using the supplier, the date and a conversation, which produces a proportion of wrong answers nobody detects.
Selected at the request
The person raising the purchase selects the award, because they are the only one who knows with certainty and they know it now.
Checked at reporting
Whether a cost was permitted and whether it fell inside the eligible window are both discovered when the report is prepared, long after the money left.
Checked at the purchase
Permitted use and period are both compared before approval, so an ineligible purchase is caught while it is still a proposal.
In a shared drive
Supporting documents live separately from the cost, connected by a folder name, so a funder query starts with a search rather than an answer.
Attached to the phase
The document that supports a cost sits in the phase it belongs to, so answering a query is a lookup.
Apportioned by estimate
A cost serving two programmes gets divided later using a rule of thumb, and the basis for that division is rarely written down anywhere.
Split at the request
The division is set when the purchase is raised, with the basis recorded alongside it.
Six steps that collapse into one
Six steps that collapse into one
From several places, in whatever format they happened to arrive.
- Collecting invoices
- Allocating them to awards
- Finding supporting documents
Collecting invoices
From several places, in whatever format they happened to arrive.
Allocating them to awards
Afterwards, by somebody who was not present at the purchase.
Finding supporting documents
In email, in drives, or discovering they were never kept.
Checking the period
Whether each cost fell inside the eligible window.
Explaining exceptions
Which means reconstructing a decision from memory.
Producing the report
Which by then is mostly assembly rather than reporting.
Where the award conditions bite
Where the award conditions bite
Split at the request with the basis recorded rather than apportioned later by estimate.
- A purchase spans two awards
- An award period is ending
- A funder queries a cost
A purchase spans two awards
Split at the request with the basis recorded rather than apportioned later by estimate.
Learn moreAn award period is ending
The eligible window is checked when the purchase is raised rather than at reporting.
Learn moreA funder queries a cost
Answered from the document filed against the phase it supports.
Learn moreA programme lead changes
The record reads the same, because allocation and reasoning were captured at source.
Learn moreQuestions from healthcare and life sciences teams
How are award conditions handled?
Can a cost be split across two awards?
What about spending outside the eligible period?
How does this help at reporting time?
Do you decide what our awards permit?
Can different awards carry different rules?
Who selects the award on a purchase?
Other sectors and roles worth reading
Research and universities
Federally funded research purchasing split across awards with their own conditions.
Learn more
Professional services
Engagements where purchasing decisions have to be evidenced afterwards.
Learn more
Finance leaders
Award against funded amounts, and what has actually been committed.
Learn moreBring an award with awkward conditions
We will set the checks up on the call and run a purchase through them that should fail.
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