Managing your award

Budget requests

Rescheduling of an award budget may be necessary from time to time. This can be requested by making an application within your grant on Grant Tracker. Circumstances that may require a budget request are:

Budget spend has been less than originally planned

  • Staff recruitment or purchase of equipment has been delayed. This may necessitate the movement of budget to the next year of the grant
  • A virement request can be made in the circumstance where it may be necessary to move budget from one category to another; for instance from expenses to salaries
  • If the spend is not going to be caught up in the next year then a grant reprofile may be necessary. This should be discussed in the first instance with your research administration officer or research programme manager

Budget spend has been more than originally planned (clinical studies only)

  • Rarely in clinical studies, delays in recruitment, follow up or other unforeseen circumstances mean that the original budget will not cover the full study. This may require supplementary funding to be added to the award
  • The expectation is that the progress review committee are kept fully informed of such delays as the study progresses but there may come a point where a supplementary funding request is necessary
  • This should be submitted using the budget request facility in Grant Tracker giving justification for the delays and will be considered by the progress review committee and approved by the clinical studies sub-committee.

Extension requests

A proposed change to the end date of a grant must be notified to Versus Arthritis for approval which shall not be unreasonably withheld.

Important information

  • No cost extensions can be applied for on all awards with the exception of Centre awards
  • In the case of clinical study awards only these can include a request for additional funding
  • Any approval of a request will be at the discretion of Versus Arthritis
  • All applications for extensions must be submitted prior to the existing end date of the award
  • All applications must be submitted via Grant Tracker

For further advice please contact the research department at research@arthritisresearchuk.org

Invoicing

Claims for actual expenditure on grants will be reimbursed on receipt of invoices quarterly in arrears. All invoices should quote the grant reference and a full breakdown of the costs being claimed should be provided.

Late claims have a serious effect on the charities financial management and this will be considered a serious breach of the conditions.

Important information about invoices

  • No payments shall be made until both the grant holder and the host institution have signed and returned the acceptance of the conditions for the award of a grant.
  • Payment of the grant will be made to the host institution quarterly in arrears, unless specified differently in any special conditions, or otherwise agreed. 
  • All claims must be made by setting out the costs incurred by the host institution during the preceding quarter.
  • The claim should contain sufficient detail to enable Versus Arthritis to verify the costs incurred against the agreed budgets in the Letter of Award.
  • Versus Arthritis may request additional information as required to verify the claim.
  • The final claim will only be accepted if an acceptable final report has been received and the invoice is submitted within 12 months of the end of the grant period

For further advice please contact the Research Department on research@arthritisresearchuk.org

Periods of absence

Fellowship holders or named staff members working on grants are entitled to take periods of absence from their grant for maternity, paternity and adoption leave as well as periods of long term sickness.

Versus Arthritis will not pay the cost of these absences - it is the responsibility of the Host Institution to ensure all employer statutory and contractual payments for such leave are honoured.

No-cost extensions on grants can be applied for to account for time lost due to periods of absence, however supplements to the grant will not be provided. Alternatively, grantholders can apply to suspend their grant – this is a route typically used by fellowship holders to cover periods of absence, but is available to all grantholders.

Grant suspensions:

  • Grantholders can apply to suspend their grant for the period of the time they will be absent from work due to maternity, paternity, adoption leave or long term sickness.
  • We have no formal restrictions on the length of time that can be taken, but the dates should be agreed with the appropriate programme manager responsible for the award.
  • Whilst the grant is suspended, no invoices can be claimed on the grant.
  • The end date of the award will be extended for the same length of time as the period of suspension, so no grant/fellowship time will be lost.

All suspension requests need to be submitted through Grant Tracker.

The full policy regarding maternity, paternity, adoption leave and sick leave can be found in our terms and conditions.

Staff notifications

Grant holders must enter the details of any staff members who were not named on their original application. The the staff member(s) is then required to log into grant tracker and ensure their details are correct and update their CV.

Should the grant holder need to create staff positions in addition to the original positions in the application form, they must inform the Research Department at research@arthritisresearchuk.org. Versus Arthritis staff will create these on grant tracker and the grant holder can then update the additional staff member details.

It is the responsibility of the grant holder to ensure that the details of all Versus Arthritis funded staff is kept up-to-date. Versus Arthritis should be notified if a staff member terminates their employment and subsequently, upon recruitment of a replacement, enter their details through Grant Tracker.

Suspension requests

Any requests for the suspension of a grant must be submitted to Versus Arthritis for approval, which shall not be unreasonably withheld (see conditions for the award of a grant 1.7).

There are a number of circumstances which may require a grant suspension; these can include maternity, paternity or adoption leave, long term sickness or injury, recruitment issues and other unforeseen problems resulting in a serious delay in completing the proposed research.

Important information

  • Grant suspensions can be applied on all awards, with the exception of centre of excellence awards.
  • Any approval for a request will be at the discretion of Versus Arthritis.
  • All applications for suspensions must be submitted prior to the existing end date of the award.

All applications must be submitted via Grant Tracker.

For further advice please contact the research department on research@arthritisresearchuk.org