Update to UKRI grant terms and conditions

The updated terms and conditions contain several new and revised conditions. Staff with responsibility for supporting research applications and managing active awards from UKRI (including individual councils) should familiarise themselves with the updated terms and conditions and implement any changes needed locally to ensure compliance.

Key updates

Directly incurred staff timesheets

UKRI now requires timesheets for all directly incurred and exception staff working across more than one project to be completed and approved by the PI within 2 months of the end of the work period and must reflect the actual time worked. For further information refer to UCL’s internal guidance on completing a timesheet for UKRI projects.

Costs and the Immigration Health Surcharge

UKRI recognises the importance of attracting talent and recruiting international researchers and specialists to the UK. The Immigration Health Surcharge cost can now be charged against the existing budget awarded on research grants for directly incurred staff recruited to work 100% of their contracted time on the grant.

Travel costs

UKRI has clarified its position for travel cost claims on grants, reflecting that public funds should be used with due consideration to environmental impact, welfare, and business needs. Travel claims should evidence this alongside value for money. This position is aligned with UCL’s travel policy which should also be adhered to when considering travel.

Grant extensions

Requests to extend active grants should be made as soon as the need has been identified. Extension requests can be submitted at any point during an award but must be received by UKRI at least 3 months before the grant end date to allow time for the request to be actioned.

Further information

• UKRI terms and conditions for funding
• Staff timesheet requirements