Pre- and Post-award
Pre-award Process
Please find the pre-award process details here.
Post-award and expenditure on Grants
After the application has been submitted to the funding body, please inform the RM of the outcome and send a copy of any correspondence you receive from the funding body to the RM for the School's records and to enable us to fulfil any criteria set by the funding body for the award. In order to ensure that the grant can be properly managed, please send the grant award letter to the RM. JRMO will set up a HoD note, stating the details of the award, including project duration, budget code and annual budget.
All expenditure on research grants must go through the Finance and Facilities Officer (FFO). Staff may claim for travel (not flights and hotel accommodation) and subsistence expenses using the Expenses Claim Form (keep all original receipts). In most cases, flights and hotel accommodation must be booked via School’s Administrative Assistant. Expenses claims should only be used to claim for travel, accommodation, subsistence and other costs related to travel on university business – it cannot be used to claim for consumables and other items related to research, except in exceptional circumstances. Staff should familiarise themselves with QMUL’s Travel and Expenses Policy – this policy pertains to all travel, even if the funds are from an external source. If in doubt, check with the RM or the FFO before paying for anything, so that you don’t end up out of pocket.
Other payments, i.e. to outside suppliers of goods and services, must be checked with the RM or FFO well in advance of any planned expenditure – QMUL has specific rules and procedures for the use of suppliers and may not reimburse claims incurred against unapproved companies. This applies to staff, freelancers, the self-employed, and contractors employed to carry out work on research grants. Do not ask suppliers to send invoices to the School without ensuring that they have been set up as an approved supplier – this will only cause delays in payments being made.
It is the PI’s responsibility to ensure that expenditure on grants is in accordance of the Terms and Conditions of the grant. During the duration of the award, monthly expenditure reports are sent to the PI with the up to date expenditure on the grant. Please ensure that you familiarise yourself with the report and liaise with the RM about anything that you need clarification about. Monitor these reports closely to ensure timely expenditure.
