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Create a project and budget in Worktribe

(Please note only a University of Bristol researcher will be able to do this)

Before you apply for funding, you will need to create a project and budget in Worktribe.

There is guidance on the Finance and HR Systems SharePoint for Worktribe including specific guidance on internal funding. There is a quick guide below and we’ve also included a step-by-step guide in case that’s helpful. The university partner's costing specialist will be able to help too. 

Quick Worktribe Guide

  •  When you create your project on Worktribe, please choose University of Bristol Internal Funding Calls for the funder, UoB (Internal) Brigstow Institute - 1 Aug 2023 onwards for the Scheme and choose Brigstow Institute under themes.  

  • You can include any other University of Bristol researchers when creating the project but the partners section on Worktribe is not intended for collaborators on projects Brigstow funds, so please don’t add them to the Partners section. We will make sure that everyone is treated equally on our website and whenever we speak about the project.  

  • Add a budget which includes:

     

     

    • Research collaborator time and costs e.g. artists, community partner, charities (including VAT if they are VAT registered)
    • Directly Incurred staff costs: these are the costs for researchers who do not already work full-time at the University such as research associates and students. 
    • Directly Allocated staff costs: for those who have paid contracts at the University. This will recognise the time spent by those involved on the project who are already employed by the university. Their time can be included but you should seek advice from your Costing Specialist as to whether to include or exclude the actual costs in the 'cost to funder' (this will differ for each project and will need Head of School approval). 
    • Workshops (including catering and payments for research participants)
    • Travel (including the travel needed to work together)
    • Consumables, resources and equipment necessary for the project including team meetings. 

  • Don’t worry if the budget shows inflation on the cost. The cost to funder should be the uninflated cost. This is the amount you are applying for.

  • You will need to complete the risk assessment section.

  • Once finished, submit for approval
  • Once fully approved
    • Add the Worktribe project ID to your Brigstow funding application
    • Add the price to funder amount to your Brigstow funding application.

Step By Step Worktribe Guide

The guidance below shows the minimum needed to create the project and budget. There are more fields, but they do not need to be completed. You do not need to add your team members as partners in Worktribe. This means something different.  

Step 1: Create Project 

  • Log in to Worktribe  
  • Hover over Projects (top of the screen)  
  • Click on Create Project   
  • Project Title   
    • Type in the title of your project  
  • Est. Project Dates  
    • Click on the down arrow beside the first date and choose Other (at the bottom of the list of dates) 
    • Use the calendar to pick the start date  
    • Use the second calendar to pick the end date  
    • If you try to pick the dates without picking other first, the system assumes your project will last for at least 1 year  
  • Project Type  
    • Research Standard 
  • Project Activity Type  
    • Research – Internally Funded  
  • Funder  
    • University of Bristol Internal Funding Calls  
  • Scheme  
    • UoB (Internal) Brigstow Institute - 1st Aug 2023 onwards
  • Name of Call  
    • Type in Brigstow Institute Seedcorn Funding/Ideas Exchange Funding/Follow-on Funding 
  • Project Lead   
    • Auto fills to the person who is filling in the form. You can change it to someone else – just start typing their name and it should find them. Click on the cross beside a name to remove it  
  • Co-Investigators  
    • Add any additional University of Bristol researchers  
  • Themes  
    • Brigstow Institute   
  • Click on Create Project (bottom of pop up box)  
  • Do not add your research partners to the partners tab on Worktribe, please add them only in the budget section - see more details in the add budget section below. 

Step 2: Add Budget

  • Click on the Budget Tab  
  • Under Directly Allocated (DA) Staff
    • Add University staff who have paid contracts at the Unviersity. This will recognise the time spent by those involved on the project who are already employed by the university. Their time can be included but you should seek advice from your Costing Specialist as to whether to include or exclude the actual costs in the 'cost to funder' (this will differ for each project and will need Head of School approval. 
    • Add the correct grade/spine point 
    • Add the amount of time you will be spending on the project, as the % FTE or the number of hours 
  • Under Directly Incurred (DI) Staff
    • Add the costs for researchers who do not already work full-time at the university such as research associates and students 
  • Under Directly Incurred - Other
  • Add the fees for all temp staff (TSS), community partners, artists and other organisations in Directly Incurred-Non-Staff (Directly Incurred Other) section in the budget (partners should be added only in the budget section and not in the partners section of Worktribe
  • Click on the green cross beside Other Directly Incurred  
  • Description  
    • Type the name of the person or organisation to be paid  
  • Cost ex. VAT  
    • Type in the cost excluding VAT  
  • VAT (please check with the person/organisation to see if they are VAT registered – if they are, you need to choose VAT registered. Worktribe will then include the VAT in the costing)  
    • Click the drop down arrow and choose the appropriate option  
  • Click on Add  
  • Add any other direct costs into the appropriate fields I.e. consumables/travel/equipment  
  • Worktribe will add inflation but this will not appear in the cost to funder so do not be concerned if you see inflation added. 

 

Step 3: Complete Risk Assessment 

  • Click on the Risks tab  
  • Click on Complete Assessment  
  • All questions must be answered  
  • Click on Update 

Step 4: Submit for Approval 

  • Click on Submit for Approval  
  • Add notes if necessary  

Step 5: Await approval from the costing specialist and heads of school

Await approval from the costing specialist and heads of school 

Step 6: Brigstow funding application

  • Add the Worktribe Project ID to the Brigstow funding application 
  • Add the Price to Funder amount to the Brigstow funding application. 

Would you like some support with this?

Contact julia.cassell@bristol.ac.uk

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