Managing your award

Below we’ve tried to cover the main points but if you have any questions, please just get in touch with the team at artshum-post-award@york.ac.uk. 

New awards

When you receive notification that an application has been successful, please email the team including a copy of any award letter or notification that you received. The team will then complete the following:

• Accept the award on behalf of the institution. The team will discuss this with you before accepting to ensure that everything is in order, e.g. the awarded budget is as requested and there have been no changes in circumstances that would affect the implementation (e.g. change of institution for a Co-I etc)
• Initiate contracts with collaborators as required (we’ll usually only do this if York is the lead)
• Set up the project on Worktribe and Agresso on or after the start date (please note that the University’s systems cannot commence projects before the start date has arrived)
• Provide a breakdown of the budget available
• Authorise recruitment of new project staff

It is the lead academic’s responsibility to complete the following:

• Read and understand the funder’s terms and conditions
• Accept the award on the funder portal, if applicable. Please check that the project details are as expected before accepting
• Liaise with partners/collaborators to ensure they are in position to start project activities as scheduled
• Flag any concerns to the post award team (e.g. regarding the start date or budget)
• Advise your dept HR team and liaise with them to initiate any contract changes for existing staff or the recruitment of new staff for the project
• Advise your Chair of Research Committee or Head of Department of the award
• Engage with queries from the Research Knowledge Exchange and Contracts (RKEC) team in a timely way to minimise delays to the set-up

During and at the end of the project

During the lifecycle of the grant the team is available to support you to comply with funder and University rules and regulations. The team will take responsibility for the following:

• Raise and pay invoices to the funder/lead organisation
• Complete all financial reporting
• Liaise with the project lead and partners to reconcile and report final expenditure to the funder
• Manage audits
• Return any unspent funds to the funder if applicable

It is the lead academic’s responsibility to complete the following:

• Ensure that activities and expenditure are eligible for the scheme and adhere to funder and University rules and regulations (some useful University policies are signposted below)
• Comply with University procurement processes and limits for all purchases
• Check the monthly transaction reports and manage the budget to ensure that the project does not overspend.
• Complete all scientific reporting, for example via Researchfish

University of York policies affecting awards

• Travel & Expenses Policy
• Publication of Research
• Research Data Management
• Overseas Employment Policy
• Finance Regulations
• Staff Recruitment
• Research Ethics