Guidance for knowledge bases applying to a knowledge transfer partnership (KTP) competition. As part of your application we will ask for all of your costs.
It is the responsibility of the knowledge base to ensure that this information is supplied along with indications of additional business contributions, which should also be entered on the application. Incomplete or inaccurate submissions will be withdrawn from the competition.
Calculating your costs
The total eligible costs for a KTP project depend on four parameters:
- the nature of the work to be undertaken
- geographical location of the business partner or the project
- costs of the knowledge base
- if you are a virtual business
- where the associate will work.
Once you’ve established what your project is trying to achieve you’ll need to set out the tasks and stages in a workplan. This will allow you to understand which individual costs you can claim.
You must link your costs to the workplan.
Your project must include the costs for:
- employing the associate
- the knowledge base supervisor
- any laboratory or office space used by the associate
- additional associate support.
Business partner’s costs
The business partner must cover all their own costs for supervising the associate and supporting the project.
The business partner will also be required to support additional costs incurred through hybrid working such as home office equipment and software licences.
Virtual businesses must also cover the additional costs of running the KTP within the virtual business environment.
Additional costs for virtual businesses must be included on the application form in the ‘additional business costs estimates’ section:
- meeting rooms
- associate travel
- office equipment
- business software licences required for home working.
Equipment for home working must satisfy the requirements of the knowledge base.
The KTP programme will establish a local management committee (LMC) for your partnership, which will control the costs according to the grant offer letter.
You must calculate the costs of your project in whole months.
You must not:
- charge the business partner any project costs that have not been included in your application.
- reduce the costs to the business partner after KTP has approved the grant.
The maximum costs you can claim for employing the associate are £45,000 per 12 months. This includes costs for:
- associate salary
- national insurance
- sick pay
- annual leave
If the business partner’s premises where most of the project work will be undertaken is within 16 miles of Charing Cross, London, you can include an extra London weighting of £3,000 per 12 months. This brings the total to £48,000 per 12 months.
Projects with virtual businesses cannot claim London weighting.
The knowledge base and business partner are responsible for any salary and additional employment costs that exceed these maximum amounts.
Maternity, paternity, adoption and parental leave
At the end of the grant period we will reimburse costs incurred by the knowledge base to cover any additional parental leave costs, including statutory maternity, paternity and adoption pay for staff.
Innovate UK’s contribution will be limited to the funding level (%) stated in the grant offer letter. The business partner is also expected to contribute towards these costs.
This aligns with section 8.3 of the UKRI fEC grants standard terms and conditions.
This supports the associate’s personal and professional development, providing:
- additional developmental training that is specifically required for the project
- training that helps the all-round development of the associate.
The maximum associate development costs are £2,000 per 12 months. There are no exceptions to this maximum. The business partner is solely responsible for associate development costs that exceed this amount.
During the project the associate can use up to £700 of this on fees for a higher degree.
Travel and subsistence
For projects with virtual businesses, the business must pay all associate travel costs and include a budget for this in the ‘additional business costs estimates’ section of the application form.
For non-virtual businesses, travel and subsistence can be claimed for:
- the knowledge base supervisor and knowledge base lead to attend monthly project management meeting and local management committee meetings
- associate travel in relation to the delivery of the project as listed in the workplan.
The business must also list its own travel and subsistence in the ‘additional business cost estimates’ section of the application form.
The standard travel and subsistence amount is £1,250 per 12 months, you can exceed this amount. You must justify all travel and subsistence costs in the application.
The cost of standard class peak time tickets may be used when preparing travel and subsistence budgets. Your request will be approved or rejected by the KTP programme manager.
The travel and subsistence budget may also be used to support associate travel to conferences and trade shows. Attendance fees must be met from the associate’s development budget or funded by the business partner. As a general guide no more than two conferences or trade shows will be supported, and must be included in the workplan.
We encourage the business partner to help with any costs over the standard amount, especially where visits to client sites, overseas partners or more than 2 conferences or trade shows are included in the workplan.
You must take into account the environmental impact of your travel and be prepared to justify your choices. In order of preference you should consider:
- Walking and cycling.
- Public transport.
- Vehicles, including pool, hire and private cars.
Special arrangements for virtual businesses
Where a virtual business wishes to participate in KTP, the business must agree to cover the following additional requirements and costs.
Monthly project management meetings and LMCs must be held face to face at a location of the businesses choosing, and at their expense. These meetings must not be held at the knowledge base except in exceptional circumstances. The location of these meetings must be identified within the application and academic travel costs will be based on this.
Projects with virtual businesses may only claim for academic travel and substance. All associate travel will need to be paid for by the business partner. The business will need to include an allowance for associate travel within the ‘additional business costs estimate’ section on the application form.
If these figures are not included, it will be assumed that there is no budget available, and applications withdrawn from the competition.
This only covers consumable items that are essential to carry out and complete the project. You can include the associate’s personal computer but not capital items that the business partner will use after the project is completed.
Items must have been purchased from third parties other than project partners and must not:
- have already been purchased
- have been included in other costs categories.
Standard consumable costs are £2,000 per 12 months. You can exceed this but you must justify your request in the application form. Where high specification computers are required, it is expected that the business will contribute to their cost. Your request will be approved or rejected by the KTP programme manager.
In your justification, make clear which stage of your work plan each cost relates to. We encourage the business partner to help with any costs over the standard amount.
These costs help develop and support KTP offices. If you want to claim for this you must contact the KTP programme manager before you submit your application.
Knowledge base supervisor
The calculation of these costs varies for full economic cost (fEC) and non-fEC projects.
This is the cost of the knowledge base employee who will give the associate academic supervision in the partnership.
The knowledge base supervisor must spend a minimum of half a day a week supporting the project. In rare cases the partners may need the knowledge base supervisor to provide more support but you must justify your request in the application form. Your request will be approved or rejected by the KTP programme manager.
We will not fund the supervision and support given to the associate by the business partner. These costs must be met by the business partner.
Associate estates cost
The calculation of these costs varies for fEC and non-fEC projects.
This includes the use of existing facilities and anything chargeable within the knowledge base.
Normally this will be zero as the associate is located at the business partner’s premises.
When using fEC, the knowledge base partner can request up to £10,000 extra for each project where the work plan demonstrates that the associate needs to spend significant time using the knowledge base’s facilities, including laboratory or office space. You must explain why this is needed and your request will be approved or rejected by the KTP programme manager. There are no exceptions to this maximum. We encourage the business partner to help with any costs over the standard amount.
Additional associate support
The calculation of these costs varies for fEC and non-fEC projects.
These are the costs for managing the associate, such as computing, personnel admin, learning resources and secretariat support to the LMC.
Project costs for fEC and non-fEC
There are 2 costing methodologies used by knowledge bases:
- fEC (full economic costing method) used by higher education institutions
- non-fEC (standard costing method) used by further education colleges, research and technology organisations (RTOs) and catapults.
Below are the standard costs for a project that lasts 12 months. You must calculate the figures for your project on a pro rata basis:
- Associate employment more than 16 miles away from Charing Cross, London – £45,000
- Associate employment within 16 miles of Charing Cross, London – £48,000
- Associate development – £2,000
- Travel and subsistence – £1,250
- Consumables – £2,000
- Associate estates cost – Varies for fEC and non-fEC
- Knowledge base supervisor – Varies for fEC and non-fEC
- Additional associate support – Varies for fEC and non-fEC
Project costs for fEC
The principle behind fEC funding is that knowledge bases need to indicate the full economic cost of a project.
As a knowledge base using fEC, you’ll have a breakdown of your costs readily available because the UK government requires you to calculate them as part of TRAC (the transparent approach to costing). These costs will have been audited and approved.
Providing your fEC certificate for KTP
You must provide a current certificate when you apply to a KTP competition. A valid fEC certificate is required covering the date of the funders panel for this competition, listed in the competition guidance.
If your certificate will not be valid on this date, a valid fEC certification must be emailed to email@example.com a minimum of 10 days before the funders panel date.
Your certificate must:
- confirm that your proposed KTP finances only include costs that are authorised to be recovered and that have been audited
- list those costs in the certificate, with clear subheadings
- have the certificate signed by your finance manager or an appropriately authorised member of the finance staff
- confirm you will charge your business partner in full for its contribution to any project expenditure, and that the sums charged match your application
- submit the certificate with every new application, as KTP does not keep a copy of your certificate
- make the information available to your KT adviser.
The project assessors will be able to view your fEC certificate (also known as an fEC letter) and must be satisfied that only these audited and approved costs are included in your project’s budget.
Your certificate will include these indirect costs:
- vice chancellor and pro vice chancellor’s office
- health and safety office
- internal audit
- registrar’s office
- legal costs
- IT services
- development office
- human resources
- corporate communications
- strategic planning and change
- academic office (postgraduate research activity)
- international office (postgraduate research activity)
- research and economic development support services
- treasurer’s department
- interest payable
- treasury charges
- department indirect costs
- cost of capital adjustment.
Estate costs will include these costs:
- buildings depreciation
- equipment depreciation
- infrastructure adjustment
- utility costs
- building maintenance
- garden and grounds
- laboratory technicians
- departmental space costs
- other chargeable costs for use of equipment or facilities.
Calculating fEC-specific costs
Knowledge base supervisor
Your knowledge base supervisors’ costs will vary depending on their current salary and the overheads levied by the knowledge base. KTP will support these costs for 0.1 full time equivalent (half a day per week or one day per fortnight). For example, in the table below, the knowledge base supervisor costs of £80,000 (salary plus overheads) are multiplied by 0.1 giving the figure of £8,000.
Additional associate support
Additional associate support costs include indirect costs and the costs of providing the LMC secretariat. For example, in the table below, £36,000 of costs have been calculated on the KTP fEC certificate and charged at 50% to the project (£18,000).
Standard fEC costs for one associate for 12 months, located at the business’s premises
|All figures in £||Eligible costs||SME project: Innovate UK grant at 67%||SME project: SME contribution 33%||Large business project: Innovate UK grant at 50%||Large business project: large business contribution at 50%|
|Contribution to associate employment costs||45,000||30,150||14,850||22,500||22,500|
|Travel and subsistence||1,250||838||413||625||625|
|Equipment, consumables, and other costs||2,000||1,340||660||1,000||1,000|
|Knowledge base supervisor||8,000 for example||5,360||2,640||4,000||4,000|
|Additional associate support||18,000 for example||12,060||5,940||9,000||9,000|
|Grant payable or business contribution||51,088||25,163||38,125||38,125|
Project costs for non-fEC
For knowledge bases that do not use the full economic costing methodology, a fixed percentage is available to cover project costs. Check the costs carefully to make sure your overheads are met.
To calculate the overheads of the knowledge base partner, using the appropriate Innovate UK grant contribution column (SME or large business) add together the grant costs of associate employment costs and academic and secretarial support. Overheads are 46% of this figure
You can calculate the eligible costs for your project on a pro-rata basis using the following table as a starting point.
Standard non-fEC costs for one associate for 12 months, located at the business’s premises
|All figures in £||Eligible costs||SME project: Innovate UK grant at 60%||SME project: SME contribution at 40%||Large business project: Innovate UK grant at 50%||Large business project: large business contribution at 50%|
|Associate employment costs *||45000||27000||18000||22500||22500|
|Academic and secretarial support||10500||6300||4200||5250||5250|
|Travel and subsistence *||1250||750||500||625||625|
|Equipment, consumables and other costs||2000||1200||800||1000||1000|
|Overheads of the knowledge base partner and direct staff costs, including knowledge base supervisor||46% grant contribution of Innovate UK grant sub total||16767||12765|
|Grant payable or business contribution||53217||35478||43,140||30375|
* Projects with virtual businesses may:
- not claim London weighting
- only claim for academic travel and substance
- may not vire travel and substance to another budget
Updates to costs guidance for knowledge transfer partnerships
This guidance was published on 29 September 2020 and last updated on 6 October 2020.
6 October 2020
We have clarified that the associate employment costs only include their salary.
6 October 2020
We have corrected the wording for associate employment costs to make clear the knowledge base is also responsible for any costs over the maximum. We have also removed an incorrect line that said the consumables costs calculations are different for fEC and non-fEC.
29 September 2020
Last updated: 2 March 2022