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The process for starting grants varies between funders. For some funders - UKRI and Wellcome Trust, for example - you may need to use their systems to send a ‘start date certificate’ for your project. This is done electronically and will trigger the financial start of your project for the funders. Your start date may be different from your original proposed start date. Flexibility on start dates varies between calls and the offer letter will tell you what's allowed.
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Here are some common rules and issues that can occur when managing UKRI Research Council grants. Check Requirements vary, so always check the terms and conditions of your grant - requirements vary. Charities are often a lot stricter on expenditure than UKRI.
UKRI grants often require any changes to be done via the Je-S system (this will soon be replaced by The Funding Service, TFS).
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- The budget consists of budget headers such as ‘Directly Incurred’ and ‘Directly Allocated’ costs. Clear financial trails are a requirement for any Directly Incurred staff - such as PDRAs - working on grants. This often involves completing timesheets for part-time staff and staff working across several grants
- The PI must check Check the award details for ineligible costs, which often include general stationery, general computer consumables (e.g. memory sticks), general postage, basic PCs/laptops and printers
- Expenditure outside of the start or end dates of the grant is not allowed unless they relate to the period of the grant and are no later than 2 months after the end date
- Equipment costs made in the last 6 months of the grant - if these are a requirement then the PI should request funder approval in advance (via Je-S) – (applies only to costs over £3k per item)
- Small equipment costs must be coded as ‘Consumables’ not ‘Equipment’
- Travel costs require a clear description; dates, name of traveller, and destination in the description box on the claim form, before sending to Payments Office
- All invoices and costs should include the budget header and have clear descriptions as to which budget header they are to be included in (, e.g. Travel) and include brief details'Travel: Travel by 'name' to 'place' for 'activity', 'dates'; this makes reconciling expenditure much easier
- Directly Allocated charges not being charged in full (e.g. for facilities) should be divided up over the project lifetime and charged monthly
- If there are changes in staffing during the lifetime of the project (e.g. maternity, sick leave, staff moving posts) the PI must contact the relevant HR/RGO Grant Coordinator
- UKRI funders allow you to vire between budget headers under the Directly Incurred category only. However, this is not the case with many charities (e.g. Leverhulme), where you must keep within budget headers as per the original offer. In these cases, changes are sometimes allowed by the funder, but you must request it in advance and with justifiable reasons. Contact your RGO Grant Coordinator for advice
- Overspending is NOT allowed, and any expenditure which does not fulfil the grant conditions and is thereby disallowed will be the responsibility of the PI to clear the debt. If the PI can't clear the debt, the costs fall onto the Department and this means our available budget is reduced for other things
- No-cost extensions to the end date of the project are usually permissible (up to 6 months). Contact your RGO Grant Coordinator if you need an extension
- All PIs should monitor their expenditure throughout the lifetime of the project, at minimum on a quarterly basis. You will be a sent a monthly budget spreadsheet which will show you how much has been spent and how much remains.Raise any issues with your RGO Grant Coordinator as soon as possible so that they can be rectified.
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