fEC Grant and Awards Frequently Asked Questions

Q. I hold a Fellowship can I apply for a standard research grant?
A. Yes you can apply for a Research grant but you cannot claim salary and indirect & estates costs if you are already receiving these on the fellowship. (Section 2.2 Eligibility of Applicants)

Q. How do I calculate Estate rates?
A. Guidance for calculating these costs and other information concerning the Transparent Approach to Costing can be found on the Joint Costing and Pricing Steering Group website (link opens in a new window).

Q. Do visiting researchers attract estates & indirect costs?
A. Estates & Indirect rates may only be requested for overseas visitors. (Section 5.19 visiting researchers)

Q. The estates rates have increased since I submitted my grant proposal, can I amend these during the 10 day turnaround process?
A. The original rates used on your application should be used during the 10 day turnaround.

Q. I have received my grant announcement letter but I anticipate delays in recruiting a PDRA (Postdoctoral Research Assistant), can I delay the start of my grant?
A. You may delay the start of your grant by up to 6 months, after which time the grant offer will lapse. (Section 6.4 The Starting Certificate)

Q. Who should I contact for information or advice concerning my award?
A. In the first instance you should contact the secretariat from which the award was issued, a contact name will be available on the announcement letter.

Q. Can a starting certificate be submitted prior to the actual start date?
A. No, A start date is defined as the date when expenditure is first incurred (this is normally expected to be the date that staff commence work on the project). You should have documentary evidence that expenditure has been incurred, e.g. proof that a member of staff has commenced work on the project.

Q. I am a PDRA funded for 100% FTE (full time effort) on a grant, can I be named as a Researcher Co-Investigator (CO-I) on another grant?
A. No, To qualify for Researcher Co-Investigator status you need to make a significant contribution to the proposal & this would be questionable if you are funded 100% on another grant. (Section 2.2 Eligibility of Applicants)

Q. Could I vire funds from the equipment heading to pay salary costs? 
A. Virement is only permitted in and between the directly incurred & exceptions fund headings. An explanation should be provided on the final report for virement over 20%. (Section 6.15 Virement of Funds)

Q. I am a non-STFC funded PDRA but I am working on an STFC funded project, can I use travel and subsistence funds in my research group's STFC grant?
A. A non-STFC funded PDRA can claim T&S (Travel & Subsistence) costs as long as they 1) are working on the STFC project 2) obtain the Principal Investigator's (PI's) approval to use the grant funds for each time T&S costs are incurred. (Section 6.10 Travel & Subsistence)

Q. What action do I need to take if the applicant on an award changes?
A. The Research Organisation (RO) must notify STFC if it is proposed to change the PI, for example, following retirement, resignation or death. Where the applicant is transferring to another organisation eligible to hold a research grant, the provisions of the transfer process will apply. In other circumstances, the research organisation may nominate a replacement PI. STFC will wish to be assured that the replacement meets the eligibility criteria for applicants and has the expertise and experience to lead the project to a successful conclusion, in accordance with its research objectives.

Q. Can I transfer my grant with me if I move to another RO?
A. Yes you may transfer your grant award to another RO as long as written agreement from both the relinquishing and receiving organisations has been received. The relevant STFC secretariat should be notified and the new institution must meet STFC’s eligibility criteria. (Section 6.16 Transfer of a grant)

Q. What provisions are available if a researcher will be going on maternity leave during the grant?
A. You may extend the duration of the grant by up to 6 months or claim additional funds for making a substitute appointment. The salary costs of any substitute appointment must not exceed that of the individual on leave. (Section 6.9 Maternity, Paternity, Adoption, Parental & Long Term Sick Leave)

Q. When should an award be put in abeyance?
A. Abeyance should be considered when no research is being carried out on the grant or fellowship e.g. no member of staff employed on the award at that time. This will include issues such as gaps in employment whilst awaiting staff replacements.

Q. I’m a PI on a grant and I’m about to retire, my RO has given me emeritus status can I remain on the grant?
A. You may remain on the grant as a PI or a CO-I with prior agreement from the STFC. (Section 2.3 Eligibility of Retired Academics)

Q. My grant is due to end but I have an under-spend, can I use the remaining funds to purchase equipment?
A. Funds may be vired into the equipment heading from other directly incurred/exceptions fund headings, but prior written approval must be sought from STFC in order to purchase equipment in the last 6 months of a grant. (Section 6.11 Equipment)

Q. Are there any exceptions when a final report is not needed?
A. Some grants do not need a final report. Where this is the case it will be stated as a condition on the announcement letter. If you are unsure if a final report is required please contact the relevant Programme Manager.

Q. What is a funding assurance programme visit (formerly called dipstick testing)?
A. Research Councils visit research organisations on a four year rolling programme to ensure that there are proper controls and procedures in place so that research council grants are managed appropriately.