Grant Maintenance Requests

- Deliverable Extension

- Deliverable Waiver Request

- Exceptional Slippage Request

- Extension Request

- Generic Change Request

- Holder Change Request

- Resumption Request

- Suspension Request

- Termination Request

- Transfer Request

- Transfer Response

- Update Organisation Reference

 

Note: Adding supporting documentation as an Attachment Type - Only one attachment may be added therefore if there is more than one document to submit, please insert all the supporting documents into a single Attachment.

Grant Maintenance provides online functionality within the Je-S System for a Research Organisation to submit a request to change an existing grant (e.g. extend grant, organisation transfer, etc.). These requests are all subject to Research Council approval. The Research Council will inform the Contact Point, identified by the Research Organisation on the request, directly of the outcome of that request. Grant Maintenance also provides a Research Organisation with the ability to submit a revised Organisation Reference number for a grant.

The Document Type for such requests is ‘Grant Maintenance’, which supports a choice of Request Types (e.g. Grant Extension Request, Grant Transfer Request).

The status of the grant (as used in Status Reporting) will determine the type of request that can be created.  For example, a grant will have to be status ‘Announced’ for a Grant Exceptional Slippage request to be created.

After a Grant Transfer Request has been submitted to Council, Je-S will create a document of Document Type ‘Grant Transfer Response’ for the Receiving Organisation (i.e. the Research Organisation that it is proposed to transfer the grant to), to complete and submit to Council.

An RO contact email address is required at submission of the Grant Maintenance request. This is mandatory, and the Contact details will be used to inform the RO of the Council’s decision. The accepted changes will then be reflected in Status Reporting.

Grant Request Types:

Request Type

Valid Grant Status

Grant Deliverable Extension Request Announced, Active, Suspended or Finished
Grant Deliverable Waiver Request Announced, Active, Suspended or Finished
Grant Exceptional Slippage Request Announced
Grant Extension Request Active, Suspended or Finished
Grant Generic Change Request Announced, Active, Suspended or Finished
Grant Holder Change Request Announced, Active, Suspended or Finished
Grant Suspension Request Announced, Active, Suspended or Finished
Grant Resumption Request Suspended
Grant Termination Active or Suspended
Grant Transfer Request* Active, Suspended or Finished
Update Organisation Reference Announced, Active, Suspended or Finished

*following submission to Council a ‘Grant Transfer Response Document’ will be created for the Receiving Organisation’

To create a Grant Maintenance Request click on Maintain Grants to reveal the Grant Maintenance Request screen.

Screen Display and Functionality

It is possible to filter on the list of grants by Project Title, RO reference, Council, etc., which will be particularly useful for Users who are in Approver/Submitter pools and have many Grant Requests to deal with.

If the “Grant Holder” of grants currently visible in Status Reporting is also a member of an Approver or Submitter pool, a radio button selection will be presented to list just “My grants” or “Organisation grants”.

Select Advanced Options to allow selection of the items available to be displayed on the screen. Once a grant has been selected, choose from the dropdown list of Request Types.

Select Create to create the request.

If the status of the grant is not valid for the request type selected then an alert message will be generated.

If an unsubmitted document already exists for the grant that has been selected a warning message will be displayed; however it will still be possible to create the document.

Select Cancel to return to the Grant Maintenance Request screen.

Select Continue to go to the Document Menu (i.e. the document will be created).

 

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Deliverable Extension

 

(Please note a ‘Deliverable Extension’ is not the same as a ‘Grant Extension’. To request an extension to the duration of a grant, please choose the ‘Grant Extension Request‘ option from the ‘Request Type’ drop down list.)

 

An extension to the due date of a deliverable (e.g. Start Confirmation, Final Report, Expenditure Statement, etc.) may be requested provided that the deliverable is outstanding (i.e. not been received by the Research Council).

 

The new date must be later than the current due date. A reason for requesting the extension must be provided.

It is possible to apply for an extension to more than one deliverable in the same request. However, please consider whether the circumstances warrant this. For example, if an extension is required to the due date of the Final Report, it does not necessarily follow that the due date for the Final Expenditure Statement also needs to be extended.

On validation of the document a warning will be given if the status of the grant is ‘Finished’ but it will still be possible to proceed.

An RO reference number can be provided for the grant which is unrelated to the reference that the organisation will have provided when the proposal was submitted. This will allow ROs to input or change a reference throughout the process post-award.

Additional supporting documentation may be uploaded as Attachment Type “Grant Maintenance Supporting Document”

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Deliverable Waiver Request

 

Provided that a deliverable is required and is outstanding (i.e. has not been received by the Research Council), a request may be made for that deliverable to be waived, e.g. where a request is made to waive a Final Report as another grant has been awarded and the results will be reported on the new grant. A reason for making this request must be provided. It is possible to request more than one deliverable to be waived.

On validation of the document, a warning is given if the status of the grant is Finished, but it will still be possible to proceed.

An RO reference number can be provided for the grant which is unrelated to the reference that the organisation will have provided when the proposal was submitted. This will allow ROs to input or change a reference throughout the process post-award.

Additional supporting documentation may be uploaded as Attachment Type “Grant Maintenance Supporting Document”

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Exceptional Slippage Request

If the grant has not yet started (i.e. status Announced) then, subject to the terms and conditions of the Scheme, an exceptional slippage to the start date of the grant can be requested. On submission, the Councils will consider each request individually and discuss further with the ROs before granting or denying the slippage.

Selecting Requested Start Date allows an exceptional slippage of the grant start date to be requested. The requested date must be after the start date of the grant. A reason must be provided for making this request.

An RO reference number can be provided for the grant which is unrelated to the reference that the organisation will have provided when the proposal was submitted. This will allow ROs to input or change a reference throughout the process post-award.

Additional supporting documentation may be uploaded as Attachment Type “Grant Maintenance Supporting Document”

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Extension Request

Requested End Date and Reason Background Information

 

An extension to the end date of the grant can be requested, but such requests are subject to the terms and conditions of the scheme.  Extensions for some schemes are not permitted. Please refer to the Grant Offer letter or the Terms and Conditions for Grants on the RCUK website for further guidance.

Completing the Requested End Date and Reason section on the Je-S System:

Requested End Date: To add the date click on the calendar icon 20160510.gif Clicking on the Month at the top or the arrows to change the year and month as appropriate. Alternatively, enter the date in the DD/MM/YYYY format.

The date must be later than the current end date. A reason for making this request must be provided. Please note that the actual date, not an estimated provisional date, must be contained within the request.

For "no costs" extensions for maternity/paternity or adoption leave. If the request is due to maternity/paternity or adoption leave, the appropriate staff role for which the grant extension is being requested for, must be provided in the reason. These are:-

Principal Investigator

Fellow

Training Holder

Applicant Student

Co-Investigator

Researcher

Technician

Other

Visiting Researcher

Project Student

 

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Attachments: If additional supporting material is required then Select Add Additional Attachment. A new screen will open:

 

Document Type: Use the drop down option on the right hand side of the box to display the attachment types available (in this case "Grant Maintenance Supporting document")

Filename: Browse to the file location and provide a Description in the box (max 100 characters). Please use a File name which will enable identification of the contents of the attachments. Select Save. When the attachment has been added you will be returned to the attachment summary screen and the attachment will be listed. There is an option to Edit (only the filename or description) or remove the attachment by selecting delete.

 

Organisation Reference: Can also be provided for the grant which is unrelated to the reference that the organisation will have provided when the proposal was submitted. This will allow RO's to input or change a reference throughout the process post-award.

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Generic Change Request

This request type should be used where the nature of the change is not catered for by the more specific request types provided by the Grant Maintenance functionality. For example a request to change a Grant Title.

A description of the change and a reason for requesting the change must be provided.

On validation of the document a warning will be given if the status of the grant is Finished, but it will still be possible to proceed.

An RO reference number can be provided for the grant which is unrelated to the reference that the organisation will have provided when the proposal was submitted. This will allow ROs to input or change a reference throughout the process post-award.

Additional supporting documentation may be uploaded as Attachment Type “Grant Maintenance Supporting Document”

Claims for Disabled Student Allowances (DSA) should be made in arrears, at the end of each academic year and submitted by 31 October using Generic Change Requests.

The DSA Claim form is available on the RCUK website at: http://www.rcuk.ac.uk/researchcareers/Pages/dsa.aspx

The DSA Framework document is also available on the above website. Please refer to Annex 3 for a summary of eligible and ineligible costs.

The Claim form is available in PDF document and Excel format. A form per student is required but all the claims should be submitted as a single document. If using the Excel spreadsheet then it should be converted to a PDF document before uploading to the Attachments section (Excel is not a supported document type on the Je-S System).

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Holder Change Request

A change to the Grant Holder may be requested.  There are certain schemes (e.g. fellowships) where the scheme rules do not allow for a change in Grant Holder to be made. 

 

See Searching for Data for guidance on selecting a Grant Holder.

 

Click on Edit Effective Date to select the date of transfer.  On validation of the document a warning message will be produced if the date selected is in the past. This will not, however, prevent the document from being submitted to the Research Council.  A reason for requesting a change in Grant Holder must be provided.

On validation of the document a warning will be given if the status of the grant is Finished, but it will still be possible to proceed.

 

Attachments: Supporting information (e.g. CV) may be required to justify the transfer. See Attachments for further guidance on attaching documents.

 

RO reference number can be provided for the grant which is unrelated to the reference that the organisation will have provided when the proposal was submitted. This will allow ROs to input or change a reference throughout the process post-award.

 

Additional supporting documentation may be uploaded as Attachment Type “Grant Maintenance Supporting Document”

 

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Resumption Request

If a grant is Suspended then a request can be made for the grant to be resumed.

Click on Edit Resumption Date to select the date from which the grant should resume. A reason for making this request must be provided.

An RO reference number can be provided for the grant which is unrelated to the reference that the organisation will have provided when the proposal was submitted. This will allow ROs to input or change a reference throughout the process post-award.

Additional supporting documentation may be uploaded as Attachment Type “Grant Maintenance Supporting Document”.

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Suspension Request

A request can be made for the grant to be suspended. A grant can be suspended as a whole, and this is intended to cater for instances where work on the grant has stopped, or where work is continuing but payment needs to stop.

 

If the grant is already Suspended but the details of the suspension need to be changed (i.e. amend the review date) then a new request should be submitted.

 

On validation of the document a warning will be given if the status of the grant is Finished, but it will still be possible to proceed. A warning message will also be given if the status of the grant is Suspended, but again it will be possible to continue.

 

Click on Edit Suspension Date to select the date from which the grant should be suspended. A reason for making this request will need to be provided.

Edit Review Date

It will be necessary to provide a date from which the suspension is expected to end, and this is known as the Review Date.  The Review Date must be later than the Suspension from date.

 

Edit Requested Suspension Type

It will be necessary to identify the type of suspension. Where work on the project is continuing but there is a need to stop payments select ‘Suspension Type - Suspend Payments’. Where all work on the project has stopped, ‘Suspension Type – Suspend Grant’ should be selected.

 

An RO reference number can be provided for the grant which is unrelated to the reference that the organisation will have provided when the proposal was submitted. This will allow ROs to input or change a reference throughout the process post-award.

 

Additional supporting documentation may be uploaded as Attachment Type “Grant Maintenance Supporting Document”

 

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Termination Request

 

A request can be made to terminate the grant before the end date is reached. This is known as a Grant Termination Request.

 

Select a date for termination of the grant and provide a reason for the termination.  

 

An RO reference number can be provided for the grant which is unrelated to the reference that the organisation will have provided when the proposal was submitted. This will allow ROs to input or change a reference throughout the process post-award.

 

Additional supporting documentation may be uploaded as Attachment Type “Grant Maintenance Supporting Document”

 

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Transfer Request

Where the conditions of the scheme allow it, a request can be made to transfer a grant between two Research Organisations.  

This is usually as a result of the Grant Holder moving to another Research Organisation, known as the Receiving Organisation. In this case it is necessary to complete the ‘Receiving Grant Holder’ field even though the Grant Holder is not changing. The Grant Holder will need to update their personal details within their Je-S account to be found in the search for the new organisation.

 

Please note that it may be possible for the Grant Holder to be at a different Research Organisation to that of the grant holding organisation in which case a transfer is not required.

 

Once a Grant Transfer Request has been submitted to the Research Council a Grant Transfer Response document will be created by Je-S and sent to the Receiving Organisation.

 

If a grant is in the status of ‘Announced’ and payment has not yet started, a Grant Transfer Request should not be made. The process will be managed by the relevant Council who will re-announce the grant.

 

See Searching for Data for guidance on selecting a Organisation, Department and Grant Holder.

 

A date for the transfer and a reason for the transfer must be provided.

 

An RO reference number can be provided for the grant which is unrelated to the reference that the organisation will have provided when the proposal was submitted. This will allow ROs to input or change a reference throughout the process post-award.

 

Additional supporting documentation may be uploaded as Attachment Type “Grant Maintenance Supporting Document”.

 

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Transfer Response

 

Where the conditions of the scheme allow it, a request can be made by the grant holding organisation to transfer a grant between two Research Organisations. This is usually as a result of the Grant Holder moving to another Research Organisation, known as the Receiving Organisation. It could also be as a result of the Grant Holder changing and a need to transfer the Grant to the Research Organisation of a new Grant Holder. It is possible for the Grant Holder to be at a different Research Organisation to that of the grant holding organisation.

 

Once a Grant Transfer Request has been submitted to the Research Council a Grant Transfer Response document will be sent to the Receiving Organisation. A Research Organisation has the option to either accept or decline the transfer.

 

Process for completing a Grant Transfer Response

In line with general Je-S document progression and submission functionality, a member of the Pool will assign a Grant Transfer Response to themselves for completion.

 

Users submit a response to the Council (via a submitter pool for two-stage approval process). Further information on the progression route of submitted documents can be found in Submit Document.

 

Selecting Grant Transfer Response will provide an option to either accept the transfer (with or without comments) or to decline the transfer.  

 

The information that has been provided by the grant holding organisation (e.g. Transfer Date, Reason for Transfer) will be displayed but cannot be amended

 

If there is a change in grant holder the following message will be displayed:

 

**Please note the new grant holder details below**

 

To accept the transfer and provide some further information select  **Accept with Comments**  

 

If transfer is not acceptable, select **Decline** and provide an explanation as to why the transfer has been declined.

 

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Update Organisation Reference  

 

An RO reference number can be provided for the grant which is unrelated to the reference that the organisation will have provided when the proposal was submitted. This will allow ROs to input or change a reference throughout the process post-award. This functionality is available in every grant maintenance request, but it is also provided as a separate request type.

 

Additional supporting documentation may be uploaded as Attachment Type “Grant Maintenance Supporting Document”.

 

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