Project controller responsibilities and tasks
The role of the Project Controller (PC) is to act as a financial advisor to the project leader (PL). That is,
- the PC keeps abreast with rules set out by AU, external foundations and collaboration partners, and can therefore check that the funds allocated are being managed according to these rules
- the PC uses their knowledge actively to advise the project manager about the rules
- the PC is the link between the project leader, the external grant maker/collaboration partner and the relevant department, and the PC has insight into and understands the project leader's budgets and can ask relevant, critical questions
- to fulfil this role, the PC is dependent on the PL submitting all relevant financial material to the PC in due time
Good collaboration requires knowledge sharing between the PC and the PL. If their collaboration is not working, both parties have a duty to make their/the immediate supervisor aware of this.
The PC provides support for the following tasks:
The application phase:
Whether the PC is involved in the application phase, and thus helps with the application budget and registrations in ReAp, depends on the agreement entered into with the relevant department. The Research Support Office (FSE) must provide support during this phase as far as possible.
Commitments:
- The PC ensures that all applications received have been registered in ReAp for the two annual financial rounds (ØR1 and ØR3).
- The PC ensures that the project is created upon receipt of a commitment/collaboration agreement including application and all appendices.
- The PC ensures that the project budget/granted budget sum is registered.
- The PC informs the PL about project and activity numbers.
Project management:
- The PC (and the PL) familiarise themselves with the terms and conditions of the relevant grant/collaboration agreement.
- The PC follows up on the staffing plan and the budget regularly in dialogue with the PL.
- The PC helps with any re-budgeting.
- The PC prepares financial reports on an ongoing basis, including payment requests, and keeps in contact with the external auditor.
- In connection with coordinator projects administered by Nat-Tech Finance, the PC is the one to contact partners in connection with financial reporting and forwarding of information.
- The PC approves/confirms the PL’s proposal for financing of new appointments, including PhDs and extensions before job advertisements.
- The PC assures the financial completion of the project as quickly as possible after completion of the project.
Financial report (ØR), audit requirements:
- The PC offers two annual budget meetings with a view to reviewing project finances.
- The PC makes sure that the ØR budgets have been updated with any input from the PL, so that the PL can approve the relevant budgets electronically (project status).
Other:
- Follow-up on staffing plans at person level
- The PC checks the quality of time registration before reporting
- Approval of expense settlements in RejsUd, supplier invoices in IndFak, as well as approval of hours in AU Timeløn (salaries for student workers and other hourly-paid employees). The PC checks that costs may be covered by the grant and checks that there is appropriate project, activity and budget coverage