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Managing Your Grant

Grant Management Procedures

To help you navigate some of the hurdles related to managing a grant we have produced a Managing a grant checklist which identifies different areas of focus (e.g. Recruitment, Procurement, Finance etc.), this is not an exhaustive list but provides some areas for thought.

Contracts/Terms and Conditions

  • If you have any collaborators or subcontractors contact Research Contracts Team to arrange agreements for these.
  • Provide contact details for any collaborators or subcontractors to your Contracts Manager in the Research, Engagement and Innovation Office. They will include them in any required contracts, subcontracts or agreements.
  • Inform any collaborators or subcontractors that the University will need to send them a collaboration agreement and possibly a due diligence questionnaire to sign and complete so they respond in a timely manner.
  • Familiarise yourself with the terms and conditions within your contract, subcontract or agreements in order that you can maintain compliance for the duration of the project.
  • Familiarise yourself with the University's ,  and procurement policies

Finance and purchasing

  • Any costs over 拢5k will be approved by Research Accounts
  • Staffing request forms approved by Research Accounts
  • All collaborator invoices approved by Research Accounts
  • All invoices raised by Research Accounts
  • Purchase orders are raised within your school or department
  • If you require any post award budget changes speak to Research Accounts and/or Project Setup Manager before you speak to your funder
  • Understand if you or any project staff will be required to complete timesheets.
  • As a PI you should familiarise yourself with the University finance policy and ensure you are complying with it
  • Research Accounts will set the project up on the finance system and issue the project number along with the PI information pack

Reporting

  • Familiarise yourself with the reporting requirements of your funder, so that you are prepared for what you need to do and when.
  • Agree with any partners how you will monitor their performance (research and financial).
  • For all awards financial reporting is undertaken by your Research Accountant
  • For UKRI awards and some Charities (e.g. NIHR, British Heart Foundation, The Wellcome Trust, STFC and The British Council) output and outcome reporting is undertaken via the Researchfish platform and deadlines apply to their submission, if these are missed sanctions can be imposed against the PI (e.g. preventing you from applying for further grants or withholding funding for live projects). If your funder uses Researchfish, .
  • Ensure all requested reports are submitted on time and in the requested format.

Procurement

If you need to purchase goods or services through a grant funded contract then this may need to go through the Procurement team. The procurement team will help you with procuring services under sub-contracting arrangements where they were not foreseen within the proposal and to buy goods within procurement guidelines and following the Universities policy.

If you intend to pay an organisation or person to provide a service for your project and have not named them in your application, contact the Procurement Team to arrange a subcontract . Examples include, carrying out a feasibility study, purchasing lab equipment or providing a data set.

 

Visitors

If you are going to be welcoming any visitors to the University as part of your project, please read the Universities visitor policy before discussing this with any potential visitors. The policy covers issues around Visa's, the types of engagements visitors can undertake whilst here and how long they can be in the UK. if there are any doubts please contact your Schools HR Advisor in the first instance.

 

Project Change Requests

Throughout the lifetime of a grant situations may change which may necessitate a formal change request to the funder, these may be for extra funds or extra time (or sometimes both) or to change collaborators and whilst the format for requests may differ from funder to funder (e.g. UKRI has an online grant management portal) the questions to consider when asking for a change are common:

  • Why am I asking for the change? What has led to this request?
  • what time has been lost as a result of these delays
  • Are t