THE PATT ROLLING GRANT CAME TO AN END ON 2012 MARCH 31
The level of use had fallen to such low levels that a rolling grant
(or, more correctly, a 'Linked Grant')
was no longer justifiable. Of course, all PATT-sponsored observing
runs continue to be funded, but through individual grants to
see "Applying for Time on STFC Astronomy Facilities".
The notes on the STFC web site aren't particularly clear.
Diane Greening at STFC advises "first...email me
with a copy of the original proposal and confirmation of time
[I think this is only strictly necessary for telescopes (including
"PATT approved" telescopes) that are not directly reviewed by PATT,
but it can't hurt to apply this for all telescopes.]
After getting approval from her, you then submit a standard grant
application through Je-S:
Choose 'Documents' from the left-hand menu
Choose 'New Document'
From drop-downs, choose 'STFC', 'Standard Proposal', 'PATT Travel
Grants', 'Open (none)', and then 'Create Document'
Work through the resulting form:
Duration is 3 months
If you are not listed as an eligible PI and think you should be, contact the Je-S help
desk (or pick someone to front your application). Cost type is
'Directly Allocated'. Put in spoof
numbers 'hours to be worked on grant', 'salary rate' etc. –
you're not seeking salaries so anything can go in here.
Give minimal answers (typically "n/a") to all questions for which
Je-S insists on an entry.
Towards the end of the process, provide, as "Attachments", the
telescope application, confirmation of time award, and
form (Wurd document).
If your actual experience is at odds with this guidance, do let me
know so that these notes can be corrected or updated.
The following notes are left for reference (particularly in respect of any
These notes summarize procedures intended to
make use of the PATT Rolling Grant as simple as possible, while
retaining the necessary level of financial recording required for
accountability, both to UCL and STFC. The current Principal
is Ian Howarth (idh), and the UCL account code is CJAKD.
The most important things are:
(i) Make sure that you're eligible for PATT
(ii) Get authorization (from Ian Howarth or
Nick Achilleos), and (iii) Complete a PATT
expenditure form on your return (available
sxw) and MS-Wurd
and return it promptly to
guidelines for subsistence rates, number of non-observing nights
and permitted travel costs N.B. skip the opening notes on the
STFC web site
about the Je-SRP1 form). These guidelines should be consulted before
making any purchases or reservations. Occasionally, STFC rates for
accommodation at observatory sites may be out of date; in that case,
actual costs (as documented by receipts) may be claimed.
If in doubt, feel free to consult Ian Howarth.
You may use the Rolling Grant to fund your observing trips providing
the following conditions are met:
You are a permanent
member of staff, or a PDRA employed on a research grant. Students
not normally charge observing costs to the PATT grant.
[Separate funds are available to support student
participation in runs for training
Only exceptionally may a student whose credentials have firmly
her/him as a bona fide observer have costs borne by the PATT
grant, conditional on prior approval from STFC and/or idh. Such
observations may not form part of the PhD training.]
You have been awarded observing time on a PATT-supported
telescope and your PATT award letter specifies that funding for an
observer is approved (if more than one observer has been approved,
please supply a copy of the letter to idh), OR
You have been awarded observing time as Principal Investigator
on a telescope on the STFC 'approved
list', and are the sole observer.
If you have been awarded observing time as a Co-Investigator at
STFC-approved telescope, or as Principal Investigator on a
non-approved telescope, you will need to seek approval to attend as an
PATT/Swindon indirectly, through idh. Please supply a copy of the
original proposal, the time allocation announcement, and a case
explaining why it is essential that you attend to conduct the
[If in doubt as to eligibility, refer to the
STFC PATT instructions; you'll need to scroll down to the
You can book air tickets in several ways, of which the most convenient
are likely to be:
You can order tickets on-line in the Finance Office (E10) while
Nadia is there (Mon-Thu at the time of writing) to make the payment
with a Departmental credit card, up to the UCL-imposed credit-card
limit of £250.
You can make your own on-line booking, and immediately submit a
Staff (including postdocs),
and postgrads who are
known to the payroll system (e.g., those paid for any demonstrating or
make their claims through i-Expenses.
Otherwise, the Finance
Officer, Deborah Buck, can arrange
You can ask the Group A administrator to make a booking on your
behalf (at the time of writing, through
Basic overseas costs
It is STFC practice to pay per diems, rather than expenses, to
simplify processing. Their current rates are
available on-line, and should be adopted. Per diem payments are
made in sterling. They can be claimed in
retrospect, or in advance, but you should allow 2–3 weeks for
payments to be processed. In either case, payments should be
arranged with Mrs. Buck N.B. don't even think about doing this through
iExpenses – it's a per diem, not an expenses claim. Update: Mrs Buck has indicated that the very last PATT claims
should, after all, be processed as iExpenses. Please check with her
before proceeding, just in case of further changes in procedures.
It is PATT practice to reimburse actual travel costs, and per diem
subsistence costs, so 'additional costs' will normally only be
incidental travel expenses, such as taxi fares. These can be
reclaimed on your return (normally through iExpenses); receipts will be
required, of course.
On your return
Please reclaim any additional expenditure within
three months of your return (College requirement). There are two
final things to attend to, even if you have no extra costs to claim:
Keep any boarding passes or hotel receipts. UCL
Office have, from time to time, required documentary evidence that you
actually went abroad
before agreeing to advance money for a next trip; in any case, it's
good practice to keep major receipts (e.g., for hotel
bills) in case the grant gets audited by STFC (it happens!)
Complete the PATT expenditure form (pdf,
and return it to idh. The most important thing
on the form is the total cost of the trip, in sterling (just add
together the travel & subsistence costs). This is the main piece
of paperwork tracking spend, so please remember to do this!