5. Grant administration

1. 5.1.1.  CR-UK does not pay directly allocated costs unless specifically and clearly identified in the Grant Award Letter. CR-UK does not pay any indirect costs.
2. 5.1.2.  All amounts specified in the GAL are inclusive of Value Added Tax (VAT).
3. 5.1.3.  Once an application for financial support has been approved, a grant will only be awarded when CR-UK is satisfied that all the necessary conditions have been met.
4. 5.1.4.  Once CR-UK has established the level of award for the first year, a fixed indexation rate will be applied to all subsequent years of the award for salaries and running expenses.
5. 5.1.5.  The Host Institution will be responsible for any expenditure on the Grant in excess of the funding stipulated in the Grant Award Letter.
6. 5.1.6.  The Host Institution and proposed Grantholder must formally accept the Award as detailed in the Grant Award Letter and agree to the terms and conditions.
7. 5.1.7.  The Grant must be activated by the Grantholder within three (3) months from the start date indicated on the Grant Award Letter. Any delay to the start date must be approved by CR-UK.
8. 5.1.8.  The Grant termination date is defined by the duration of the award from the activation date.
9. 5.1.9.  CR-UK shall be permitted to disclose information regarding the award to relevant regulatory authorities, Higher Education Funding Councils and other agencies administering governmental funding.

1. 5.2.1.  Payments for recurrent costs will normally be made quarterly in arrears.
2. 5.2.2.  For joint awards where the research will be split between two or more institutions, the designated Host Institution shall receive all payments made by CR-UK. The designated Host Institution must transfer appropriate funds to other participating institutions without undue delay.
3. 5.2.3.  CR-UK will only pay travel costs for patients and volunteers as specified in the GAL. CR-UK will not pay for participation costs for patients and volunteers, including prizes or gift vouchers for participation.
4. 5.2.4.  Trials supported by CR-UK are automatically entered into the NIHR CRN portfolio and eligible for NIHR CRN support. The Grantholder is responsible for ensuring that up-to-date trial information including recruitment data are submitted monthly through the designated Accrual Data Contact (ADC).
5. 5.2.5.  The NHS number (or equivalent in the devolved UK health departments) must be recorded for all patients entering clinical trials supported by CR-UK. The collection of NHS number is strongly encouraged in trials of healthy volunteers.

1. 5.3.1.  Salary allocation may be used to fund salary, the employer’s national insurance contribution, and an employer’s pension contribution which will not be higher than the rate used by the USS or NHS scheme. It must not be used to offset any prior under funding of the pension scheme.
2. 5.3.2.  Salary allocation may not be used for any bonus or merit awards.
3. 5.3.3.  All advertisements for staff that will be funded by a grant must indicate that the research is funded by CR-UK. The Host Institution is responsible for advertising posts and must meet recruitment-associated costs.
4. 5.3.4.  The Host Institution may use the salary allocation to make maternity, paternity, adoption, or sick leave benefit payments to staff whose salaries are paid from a grant funded by CR-UK, provided the period of leave does not extend beyond the termination date of the grant and that the staff member has been employed on the contract for the statutory requirement. All benefit payments must be taken from the salary allocation for the post must be net of any benefit payments recoverable elsewhere and must not exceed the amount awarded.
5. 5.3.5.  The Host Institution may use the salary allocation to pay holiday in lieu.
6. 5.3.6.  The Grantholder must notify CR-UK when the situation for long term leave arises. Any unspent salary allocation for the post after long term leave has been paid may be used to employ temporary cover.

1. 5.4.1.  CR-UK will allow the allocations for salary and running expenses to be openly vired to other salary and running expenses allocations1. The following conditions apply:
   1. The allocation must only be utilised on costs that meet the conditions of award. The only exceptions to this are unspent allocation may be used to pay for costs of attendance and standard class travel for Research Personnel to conferences related to the research and for open access publication fees.
   2. Virements are not allowed:
      • to or from the amount allocated for Fellowship salaries and University studentship fees (where any differences will be met either at reconciliation or by a supplement)
      • to or from the amount allocated for a Principal Investigator’s Salary
      • from the salary of any post unfilled for six (6) or more months
      • to or from the amount allocated for Equipment
2. 5.4.2.  All virements must be declared at each financial reconciliation. For Grants where salary and running expenses are not specifically allocated, details on how the funds were allocated will be required at each financial reconciliation.

1 For Senior Cancer Research, Career Development and Senior Clinical Research Fellowships, exceptions to allow virement from the Fellow's salary to employ temporary cover shall be considered in the case of long-term leave such as maternity/paternity/adoption and sick leave.

1. 5.5.1.  Host Institutions must submit an interim reconciliation at three (3) year intervals from the start of the grant and a final reconciliation at the end of the Grant. CR-UK reserves the right to process reconciliations as it reasonably sees fit if the Host Institution does not respond to reconciliation queries within a calendar month.
2. 5.5.2.  CR-UK reserves the right to recover any unspent funds at the end of each reconciliation period.
3. 5.5.3.  Where any amounts paid by CR-UK exceed the amounts justified or the Grant has not been used in accordance with the terms and conditions of award, CR-UK will recover the sum in question on whatever terms it may specify. CR-UK may recover sums owed to it by offsetting them against any other sums (including grant payments) owed to the Host Institution.
4. 5.5.4.  At the end of each instalment period, the Grantholder is required to submit a scientific report. Continued support for the award will only occur if the funding committee deems satisfactory progress has been made, to an appropriate standard of research, and in compliance with the terms and conditions of award.
5. 5.5.5.  A final report must be submitted within three (3) months of the end of the Grant end date.
6. 5.5.6.  The final quarter of a grant will not be paid until all instalments of the grant have been reconciled and the final report has been received.
7. 5.5.7.  At the request of CR-UK, the Host Institution and/or its external auditors shall provide written confirmation that the grant has been used for the purpose for which it was awarded and that the costs incurred meet the conditions of the Grant. On request, the Host Institution shall also make the necessary arrangements to enable CR-UK and its agents to visit the Host Institution to discuss the administration and accounting of its awards and, if necessary, to conduct its own audit of any CR-UK grant account at the Host Institution or the activities funded. For this purpose, CR-UK and its agents and advisors may inspect and take copies of all relevant books of accounts and records. Where elements of expenditure under the Grant have been subcontracted, the Host Institution should ensure that the right of access extends to the accounts, records, equipment and facilities of any such subcontractor relevant to the management of the Grant.

1. 5.6.1.  Funds for equipment are awarded on the condition that only those items specified on the Grant Award Letter may be purchased.
2. 5.6.2.  The Host Institution must ensure that it has in place clearly defined procedures for the procurement of equipment and that equipment funded by the Grant is acquired by the Host Institution in accordance with these procedures. CR-UK will not accept any liability to pay VAT due to any failure of the Host Institution to claim relief on qualifying equipment.
3. 5.6.3.  Equipment purchased through a CR-UK grant is awarded to the Host Institution specifically for the purpose of the Grantholder’s research. The equipment must be used primarily for the approved research project during the lifetime of the Grant.
4. 5.6.4.  CR-UK will not pay any access charges for use of equipment funded by a CR-UK grant.
5. 5.6.5.  The Host Institution must ensure that the equipment funded by the Grant is appropriately insured and maintained throughout its useful life. CR-UK will meet any agreed maintenance costs for awarded equipment for the period of the Grant.
6. 5.6.6.  If any equipment funded under the Grant is lost, damaged or destroyed during the life of the Grant, the Host Institution will be required to repair or replace it at its cost.
7. 5.6.7.  An equipment award must be claimed within the relevant year specified in the Grant Award Letter. The equipment must be of the same type from that awarded and copies of relevant invoices must be provided to process the claim.

1. 5.7.1.  If a Grantholder would like to transfer the Grant to another Institution, and the Institution agrees, or the current Grantholder/Host Institution would like to transfer the award to a new Grantholder, any such transfer will be subject to prior written approval from CR-UK. Transfers are only permitted to Institutions within the UK which are eligible to receive funding from CR-UK and are able to demonstrate to CR-UK’s satisfaction the ability to support the Research during the tenure of the grant. The new Host Institution/Grantholder must agree to abide by the Terms and Conditions of award.
2. 5.7.2.  If the Grantholder transfers to another institution during the Grant Period, CR-UK reserves the right to require that the equipment funded by the Grant is transferred with him/her.