You can make a request if there is a change in circumstances which affects your project.
Before requesting any changes you should:
- speak to your organisation’s administration authority, for example, a research development manager
- check your grant’s terms and conditions
Changes you can request
There are different requests to make depending on what you want to do and the status of the grant.
You will need to meet both:
- UKRI terms and conditions for funding
- any additional terms and conditions for your funded award, these are in your offer acceptance
Before the grant starts
You can:
- change the lead organisation before the grant offer acceptance is issued
- delay your start date beyond the latest date specified in the offer acceptance
- change a member of staff on your project
After the grant has started
You can:
- suspend your grant’s payments if no activity or expenditure is occurring on the project for an extended period of time
- resume your grants payments because activity or expenditure has restarted for your project
- extend the end date of your grant because more time is needed to complete your project
- transfer your grant to another organisation
- terminate your grants funding
- request more time to submit the Final Expenditure Statement for your grant
- request substantial changes to your project’s aims and objectives
- update your organisation’s unique reference on your grant
- change a member of staff on your project
How to request a change
Raise a request through the system your grant was been awarded from. If you’re not sure or the type of change request is not available email grantspostaward@funding.ukri.org
Always give a reason for making your request for a change, but do not include any sensitive personal information.
If your project is funded by Innovate UK, contact your monitoring officer if you need to make a change.
Who can make a request
Changes must be requested by a research development manager, a post-award manager or someone with a similar role in a research office. They need to have the appropriate admin access in the system that the request is submitted from.
When you can make a request
The request can be made once the grant has been accepted.
In almost all circumstances the request should be raised at the time the change happens. If the change is because of long-term staff absence or gaps in recruitment, then:
- ask for the grant to be suspended, if no other activity or expenditure is taking place on the project
- wait until after the person returns to their post or the staff member has been recruited, before requesting a no cost extension, so that you know the actual time needed
Delay the grant start date, grant suspension and no-cost extension to grant end date
You can only request the time that is actually required and you must include an explanation of why this is needed.
Reasons for delaying your grant start date, suspending grant payments and extending your grant’s end date might include:
- parental leave
- sick leave
- change from full to part time
- travel restrictions without alternative option to achieve objectives
- delays to equipment or facility availability
- jury service
- recruitment delays
- delay in obtaining ethical approval permits
- bereavement
Suspending grant payments
The grant must not incur any costs relating to the project during a grant suspension. During this time you will need to make other arrangements for any staff usually funded by the award.
When submitting your request, the justification must include confirmation that your project will:
- provide a duty of care to any animal or human participation associated with your project during the suspended period
- not incur any costs associated to this animal or human participation during the suspended period
Suspension requests that do not include this confirmation, or which confirm that expenditure will be incurred during the suspended period, will not be approved.
Extending the grant end date
When submitting a request for an extension to the grant end date, the justification must include confirmation of whether the project will involve animal or human participation during the extended period.
If animal or human participation will occur during the extended period, your request must also include confirmation that any associated costs can be met by the grant budget.
Extension requests that do not include this confirmation, or which confirm that such costs cannot be met by the grant budget, will not be approved.
Resuming your grant payments
To start work again following a suspension you requested, you must make a grant resumption request.
Select the date when the grant should start again and give a reason why. Once approved, you will be paid in the next quarterly pay run.
Terminating your grant payments
Make a termination request if the project is no longer viable, including where this is due to an irreplaceable person leaving the project.
You can request to terminate a grant before the end date. You must choose a date for the termination.
Change of staff
Make a request to change members of staff fulfilling any role on your project, where a person fulfilling a particular grant role leaves the project.
It is the grant holding organisation’s responsibility to ensure the new person meets individual eligibility criteria and are capable of fulfilling the role.
Funding for individuals, such as fellowships, cannot be changed to another individual unless specified in the terms and conditions of the grant.
Transferring a grant to another organisation
Make a grant transfer request if the project lead or fellow of a funded project moves to a new organisation and the grant goes with them. Both organisations must agree to the transfer.
To be able to transfer a grant to a new organisation, that organisation will need to:
- be eligible for UKRI funding, check if your organisation is eligible
- have the required facilities to carry out the research
Requests to transfer a grant to a new organisation must be submitted at least six months before the grant’s end date and include confirmation that both organisations have agreed to the transfer.
Transfers for grants with less than six months duration remaining, must be managed between the relinquishing and receiving organisations.
Transferring a grant overseas
Grant transfer requests to an organisation not based in the UK may be allowed through the Money Follows Researcher scheme if the receiving organisation is in an eligible European country.
Find out how to transfer your grant to another country.
Change your project’s aims and objectives
The following changes may be requested for consideration:
- changes to the aims and or objectives of your project
- changes to research involving human or animal participants
Extending a Final Expenditure Statement due date
Request an extension to the due date of a Final Expenditure Statement for the grant.
You will need to provide a new date and explain why the additional time is needed.
Updating an organisation reference
The organisation reference is a unique reference given to an awarded grant. It is different to the reference that you would have provided when you submitted your application.
You are able to change the organisation reference at any point in the award lifecycle. It is only possible to do this for grants awarded via the Je-S system.
Ask a question about requesting a change
Email: grantspostaward@funding.ukri.org
Telephone: 01793 867121