After your award FAQs

We’ve pulled together answers to the most common questions we receive from our grantees after they’ve been awarded their grant.

Can't find what you're looking for? Email our grants team at grants@imperialcharity.org.uk

General FAQs

How do I know my application was submitted successfully?

After you submit an application, you'll receive an acknowledgement email via our online grants system Flexigrant. This is sent from no-reply@pm.flexigrant.com. If you haven’t received this, please check your Junk folder. If you still have any doubts, please contact us.

When will I hear if I’ve been successful?

We have different timescales for assessing applications, depending on the programme you have applied to:

  • If you’ve applied for a Patient hardship grant, we aim to respond within two working days
  • If you’ve applied for a Small Grant and your request is below £2,000, we aim to respond within 10 working days
  • If you’ve applied for a Small Grant and your request is £2,000 or over, we’ll assess your application at one of our quarterly decision meetings. You'll need to apply by the third Friday of the following months:
    • May, for a decision in June
    • August, for a decision in September
    • November, for a decision in January
    • February, for a decision in March
  • If you’ve applied for a Research Fellowship grant, we’ll assess your application at our annual Research Fellowship Committee meeting, which takes place in March.

  • If you’ve applied for an Innovate at Imperial grant, we’ll assess your application at our annual Innovate at Imperial Committee meeting, which takes place in October.

We’ll always let you know when you can expect a decision after you’ve submitted your application, and keep you informed if there are any changes.

My application was unsuccessful. Can I find out why?

If your application was unsuccessful, we’ll provide feedback from the decision makers to explain why we couldn’t provide funding. If you have any queries regarding this feedback, please contact us.

My application was unsuccessful. Can I reapply?

Please refer to the feedback given as to why we couldn’t support your application, which will include if you could reapply.

If you could reapply, you must address the issues raised in the feedback. Please contact us for further advice.

My application was successful. What should I do now?

Congratulations on receiving your funding! We’ll have emailed you a Grant Award Letter – please check this for your next steps.

You can also check our grant flowcharts, which provide a step-by-step guide on how our grants work: find these in the Key Resources dropdown boxes on the right of this page.

I’ve been awarded a Patient hardship grant

How do I accept the grant?

You need to accept your grant within two weeks of your grant award to activate the funding. Follow the link in your award email, or log in to your Flexigrant account, navigate to your application, and click ‘Accept’.

How will the grant be paid?

Check your Grant Award Letter for the details of how the grant will be paid.

Patient hardship grants are usually paid to the patient/family member via BACS, in instalments. We make the first payment upfront, then we’ll release the next instalment(s) after you let us know that the previous payment has been spent on the approved costs.

If the grant includes funeral costs, we’ll pay these directly to the Funeral Director, once we’ve received their invoice/receipt.

If the grant includes accommodation costs, we’ll pay these to the family after we’ve seen proof of their booking.

How do I give you the patient’s bank details?

Please call us on 020 3675 2415 between 10am and 4pm Monday to Friday. We need the payee’s name as it appears on the bank account, the name of the bank/building society, the sort code, and the account number. Please do not email us this information, as it must not be stored for security reasons.

How do I request the next instalment?

Please email us to request the next instalment for your patient/family, confirming you're confident they have spent the previous instalment on the approved costs.

I’ve requested a payment for my patient/family member. When will it be made?

We make payments as part of a weekly payment run. We’ll let you know when your patient/family member can expect to receive their payment when you request it.

My patient/family member needs their payment in cash. Is this possible?

If the patient/family member doesn’t have a bank account to receive a BACS payment, we may be able to arrange for them to receive their grant in cash. This is done via the hospital’s cashier and can only be made in £100 instalments. You will need to collect the cash and pass it to the patient. Please contact us and we’ll advise if we can arrange this with you.

My patient/family member needs their payment urgently. Is this possible?

If the patient/family member needs their payment more urgently, we may be able to arrange a faster same-day payment. Please contact us for more details. (Please note faster payments are not possible on Fridays).

Can I ask for more money for a patient/family already in receipt of a grant, or who received a grant in a previous financial year?

We may be able to consider increasing a grant for a patient/family already in receipt of one, or accepting a new application for a patient/family who previously received a grant, if they're experiencing worsening financial hardship, and/or facing new medical treatment needs. Please email us if this is the case with details of the patient’s situation.

How long is the grant valid for?

The grant is valid for 12 months from the date of the Grant Award Letter. If you haven’t requested all the payments within this time, we’ll close down the grant and make the money available for other patients/families. If you need an extension to this period, please contact us to discuss before the grant has expired.

I’ve been awarded a Small grant

How do I accept my grant?

You need to accept your grant within two weeks of your award to activate your funding. Follow the link in your award email, or log in to your Flexigrant account, navigate to your application, and click ‘Accept’.

How will the grant be paid?

Usually, your Small grant will be paid as a reimbursement to the Trust or College. The Trust or College will pay for your items/purchases upfront. You then ask them to invoice us, and we will repay them.

If you work at the Trust, the procedure is as follows:

  • Show your Grant Award Letter to your Trust department/unit/ward/clinic’s budget-holder - often the Head of/Matron/Sister/Business Partner. They will give you a cost centre code and an account code for your grant that you can use to make any order(s) or purchase(s).
  • You can then make any order(s) or purchase(s) through the Trust’s e-procurement system, coding the expenditure against your cost centre code and account code.
  • Once order(s)/purchase(s) are made, you should fill in the Trust’s Invoice Request Form (available on the Trust’s intranet) and send it to your department’s Trust Finance contact. If you’re not sure who this is, send it to imperial.income.queries@nhs.net.
    Make sure you fill in all the required fields on the form, including your Grant Reference Number, and attach the necessary backing documents (your Grant Award Letter, and any receipts/invoices to evidence your spend).
  • Trust Finance will then invoice the Charity, and we’ll pay the money back to your cost centre code and account code.

If you work at the College, the procedure is as follows:

  • Show your Grant Award Letter to your budget holder or finance manager. They will give you a funding code for your grant that you can use to make any order(s) or purchase(s) through the College’s purchasing system. You will need to code your expenditure against your funding code.
  • Once order(s) or purchase(s) are made, you should send any invoices, receipts, or evidence of the expenditure to your budget holder or finance manager and notify them that this needs to be recharged to the Charity. You should also quote the Grant Reference Number, and the approved cost type the expenditure relates to (as detailed in your Grant Award Letter).
  • They will then liaise with College Finance who will invoice the Charity. We’ll then pay the College back, and the money will be credited back to the funding code it came from.

We’re aware that sometimes you’ll get better value for money if you purchase smaller items, such as minor pieces of furniture/equipment, yourself. Please speak to us first before you do this, and if allowed, we’ll then reimburse you directly.

 

What is VAT exemption, and how can I check if my purchase is VAT exempt?

The charity can use its charitable status to VAT exempt certain purchases. This means that you won't be charged the VAT for the item as you're purchasing it with charitable funds.

The list of items that qualify is very specific, and can be found here.

If you’re purchasing something from this list, please make sure the supplier will accept a VAT exempt certificate. Then, contact the charity’s Finance department (finance@imperialcharity.org.uk) with the following information before you make your purchase:

  • A quote for the item from the supplier (valid for at least one month)
  • The supplier’s name and address
  • A description of the item being purchased
  • The Purchase Order from the Trust/College

Our Finance team will then issue you with a VAT exempt certificate, and you can make your purchase receiving this VAT relief.

How long is my grant valid for?

Check your Grant Award Letter for your individual timeline.

Usually you’ll have 12 months to spend your grant. This starts from the date you accept your award and ends 12 months later.

You then have a further six months to submit your End of Grant Report and arrange for us to be invoiced.

Can I extend my grant?

If you experience unforeseen delays to your project, you can request a no-cost extension to your grant, or to put your grant on hold temporarily. Please email us giving an update on your progress and spending to date, and the details of your new proposed timetable and budget, and we’ll consider your request.

What is the End of Grant Report, and where can I find it?

We ask you to submit an End of Grant Report when your project is complete, within six months of your Grant End Date. You use this Report to tell us everything that’s happened, the difference you’ve made, and how you’ve spent your grant. You can also give us feedback and share what you’ve learnt along the way.

The End of Grant Report is a form on our online system Flexigrant. You can log in to see this Report at any time: log in to your account, scroll down to your application, and click 'Reporting'.

We won’t make any final payments related to your grant until we’ve received your End of Grant Report. Find out more about the End of Grant Report here.

Can I transfer my grant to another member of staff?

If you’re leaving the Trust or are unable to complete your project, you can request that your grant be transferred to a new member of staff. Please email us, copying in the new staff member, giving us their full details and an update on the project to date. Make sure you also include details of how the project will be completed, and we’ll consider your request.

Can I change what I spend my grant on?

Your Grant Award Letter gives details of your grant’s approved costs. These come from your application form, and are broken down into different cost types, with an approved amount for each. You can move money between cost types, however if this movement will increase a cost type by more than 10%, you need to contact us to ask for permission first.

Your grant has been awarded so you can carry out the project as described in your application. We understand that sometimes small things need to change, and can be flexible so you can improve your project’s delivery based on new learning or information. However, we’re unlikely to be able to approve requests that are very different to the original application and change the objectives of the project. Please contact us for further guidance if you need to change your project substantially.

Can I request a grant increase?

Your award is set at the amount confirmed in your Grant Award Letter. If you’ve experienced unforeseen issues, we may be able to consider a grant increase, but this is on a case-by-case basis and can’t be guaranteed. We’ll need to take your request to the original decision-makers, which can take a number of weeks. Please contact us as soon as possible if you’re concerned about your project costs, and we can advise.

What is 360Giving?

360Giving is a charity that helps organisations openly publish their grants data.

As part of our commitment to open grants data, we publish our grants on a yearly basis to 360Giving. For Small grants, we share the project title, project description, amount awarded, award date and hospital site.

If you would like to see our latest 360Giving grants report, please click here.

I’ve been awarded a Research Fellowship grant

What do I need to do before I start my fellowship?

We’ve created this handy flowchart to explain the steps you need to take before you start your fellowship.

As a quick checklist, you need to:

  • Accept your grant on Flexigrant within two weeks of thedate of the Grant Award Letter
  • Send us your Grant Start Certificate within six months of the date of the Grant Award Letter
  • Send us confirmation of your backfill (if applicable)

You also need to send us:

  • HRA (if applicable), when obtained
What resources are there to help me?

We know that navigating fellowships can be complicated. We’ve compiled the following resources to help:

  • This flowchart breaks down the steps of the Research Fellowship journey
  • This Imperial Health Charity/NIHR Imperial BRC Research Fellowship Getting Started Guide offers detailed guidance and include hints and tips from previous grantees
  • This Standard Operating Procedure document for Research Grants or Fellowships gives specific processes to follow within the Trust, for reading in conjunction with the Getting Started Guide above
  • For further advice, you can contact:
    • If you work in Nursing and Midwifery:
      Professor Mary Wells, Lead Nurse for Research, mary.wells5@nhs.net,
    • If you’re an allied health professional:
      Dr Caroline Alexander, Lead Clinical Academic for Therapies, caroline.alexander1@nhs.net
    • If you’re a medic:
      Professor Jeremy Levy, Director of Clinical Academic Training, cato@imperial.ac.uk,
  • The charity’s grants team is always happy to answer queries or signpost where appropriate – so feel free to contact us at any time.​​​​​​
What is the welcome induction? And the cohort meeting?

We arrange a welcome induction for all new fellows, before you start your fellowships, usually in July. This session includes presentations about making the most of your fellowship and how to manage your grant from our Committee members, key Trust Research contacts, and the charity’s Grants team, and also provides an opportunity for networking.

We also hold an annual cohort meeting for all active fellows and our Committee members, usually in November. This meeting provides another key networking opportunity, as well as the chance to share progress updates and experiences, and troubleshoot.

Attending these events is mandatory, as per our Grant Conditions. Invitations to these events, with full agendas, will be circulated in good time.

What is the Grant Start Certificate?

We send you a Grant Start Certificate to complete, as an attachment to your Grant Award Letter. This Certificate confirms key information including the date you’ll start your fellowship. 

You have up to six months to activate your fellowship by completing your Certificate. The Certificate needs to be signed by you and your Trust Divisional Research Manager. You can’t start spending your grant until the date you set as your Grant Start Date, and we need to have received your completed Certificate before this. It can’t be backdated.

Can I delay starting my fellowship?

If you’re unable to activate your fellowship within six months of the date of your award, please let us know as soon as possible, and before this deadline has passed.

Please tell us why you want to defer your fellowship, giving us a realistic new project timetable, and we’ll consider your request. We won’t be able to consider a grant increase to accommodate this and may need to withdraw the grant and ask you to reapply at a later date.

How do the finances work?

Your salary will be paid by the Trust or College as normal. They’ll then invoice us, quarterly in arrears, and we’ll reimburse them.

Usually, any other items will also be paid as a reimbursement to the Trust or College. The Trust or College will pay for your items/purchases upfront. You then ask them to invoice us, and we will repay them.

If you work at the Trust, the procedure is as follows:

  • Contact the Trust’s Research and Development Finance department, to inform them of your award. Our contact is currently vivek.vekaria@nhs.net
  • Show your Grant Award Letter to your Trust department/unit/ward/clinic’s budget-holder - often the Head of/Matron/Sister/Business Partner. They will give you a cost centre code and an account code for your grant that you can use to make any order(s) or purchase(s).
  • You can make any order(s) or purchase(s) through the Trust’s e-procurement system, coding the expenditure against your cost centre code and account code.
  • Your budget-holder will need to pay your salary as normal, and then reclaim it, quarterly in arrears, by submitting a Trust Invoice Request Form (available on the Trust's intranet) to the Trust’s Research and Development Finance department. They’ll need to include backing documents to evidence the amount, and the dates being claimed for.
  • Once order(s)/purchase(s) are made, you should fill in the Trust’s Invoice Request Form (available on the Trust’s intranet) and send it to the Trust’s Research and Development Finance department.Make sure you fill in all the required fields on the form, including your Grant Reference Number, and attach the necessary backing documents (your Grant Award Letter, and any receipts/invoices to evidence your spend).
  • Trust Finance will then invoice the charity, and we’ll pay the money back to your cost centre code and account code.

If you work at the College, the procedure is as follows:

  • Show your Grant Award Letter to your budget holder or finance manager. They will give you a funding code for your grant that you can use to make any order(s) or purchase(s) through the College’s purchasing system. You will need to code your expenditure against your funding code.
  • Your budget holder or finance manager will need to pay your salary as normal, and then reclaim it, quarterly and arrears, by liaising with College Finance. They should notify College Finance of the costs that need to be recharged to the Charity, and send them the relevant backing documents.
  • Once order(s) or purchase(s) are made, you should send any invoices, receipts, or evidence of the expenditure to your budget holder or finance manager and notify them that this needs to be recharged to the Charity. You should also quote the Grant Reference Number, and the approved cost type the expenditure relates to (as detailed in your Grant Award Letter).
  • They will then liaise with College Finance who will invoice the Charity. We’ll then pay the College back, and the money will be credited back to the funding code it came from.
My purchase isn’t available via the Trust or College, what can I do?

We’re aware that sometimes you’ll get better value for money if you purchase smaller items, such as personal computers, travel, and some training courses yourself. Please speak to us first before you do this, and if allowed, we’ll then reimburse you directly.

Can I change my approved costs/transfer costs between my approved cost headings?

Your Grant Award Letter gives details of your grant’s approved costs. These come from your application form, and are broken down into different cost types, with an approved amount for each. You can move money between cost types, however if this movement will increase a cost type by more than 10%, you need to contact us to ask for permission first.

Can I pause my fellowship once I’ve started?

We understand that there are circumstances that might mean you need to pause your fellowship and restart it at a later date, such as parental leave, adoption leave, absences covered by a medical certificate and extended jury service. To request a pause to your fellowship, please contact us as soon as possible, and before you need to stop. We may ask you to complete a Progress Report to give an update on what you’ve achieved so far, and give an estimated reactivation date. We’ll then pause your fellowship, and ask you to contact us to reactivate it when you return.

Can I extend my fellowship?

If you experience unforeseen issues or delays to your fellowship, we can consider a no-cost extension. Please contact us as soon as possible (and at least four weeks before your grant ends) so we can consider this. We’ll ask you to complete a Progress Report, and to detail your proposed new timetable and how you will spend the remainder of your grant, to achieve your intended aims.

Can I request a grant increase?

Your award is set at the amount confirmed in your Grant Award Letter. If you’ve experienced unforeseen issues, we may be able to consider a grant increase, but this is on a case-by-case basis and cannot be guaranteed. We’ll need to take your request to the original decision-makers, which can take a number of weeks. Please contact us as soon as possible if you’re concerned about your fellowship’s costs, and we can advise.

What is the Progress Report, and where can I find it?

We may ask you to complete a Progress Report, for an update on your progress to date and how much you’ve spent. We can ask for this it any time, but especially if you need to request a no-cost extension, or to move larger amounts of money from one cost type to another.

This report is available online on Flexigrant for you to view and complete at any time. Log in to your account, scroll down to your application, and click 'Reporting'.

What is the End of Grant Report, and where can I find it?

We ask you to submit an End of Grant Report when your fellowship is complete, and within six months of your grant ending. You use this Report to tell us what you’ve achieved. how far your project has met its aims, and your future plans. You can also give us feedback, and share what you’ve learnt along the way.

The template for this report is available on Flexigrant. for you to view and complete at any time. Log in to your account, scroll down to your application, and click 'Reporting'.

We won’t make any final payments related to your grant until we’ve received your End of Grant Report. Find out more about the End of Grant Report here.

What is 360Giving?

360Giving is a charity that helps organisations openly publish their grants data.

As part of our commitment to open grants data, we publish our grants on a yearly basis to 360Giving. For Research Fellowships, we share the project title, project abstract, amount awarded, award date and hospital site. If you would like to opt out of us sharing your project title and abstract, please email us.

If you would like to see our latest 360Giving grants report, please click here.

I’ve been awarded an Innovate at Imperial grant

What is the Grant Start Certificate?

We send you a Grant Start Certificate to complete, as an attachment to your Grant Award Letter. You have up to six months to activate your grant by completing your Certificate. The Certificate confirms key information, such as your grant start and end date, and needs to be signed by you and your Trust/College finance department (or Trust Divisional Research Manager/College JRO office, if applicable). You can’t start spending your grant until we’ve received your completed Certificate, which can’t be backdated.

Can I delay my grant?

If you’re unable to activate your grant within six months of your award, please let us know as soon as possible, and before this deadline has passed.

Please tell us why you want to defer your grant, giving us a realistic new project timetable, and we’ll consider your request. We won’t be able to consider a grant increase to accommodate this and may need to withdraw the grant and ask you to reapply at a later date.

 

How will my grant be paid?

Usually, your grant will be paid as a reimbursement to the Trust or College. The Trust or College will pay for your items/purchases upfront. You then ask them to invoice us, and we will repay them.

If you work at the Trust, the procedure is as follows:

·       Show your Grant Award Letter to your Trust department/unit/ward/clinic’s budget-holder - often the Head of/Matron/Sister/Business Partner. They will give you a cost centre code and an account code for your grant that you can use to make any order(s) or purchase(s).

·       You can then make any order(s) or purchase(s) through the Trust’s e-procurement system, coding the expenditure against your cost centre code and account code.

·       Once order(s)/purchase(s) are made, you should fill in the Trust’s Invoice Request Form (available on the Trust’s intranet) and send it to your department’s Trust Finance contact. If you’re not sure who this is, send it to imperial.income.queries@nhs.net.
Make sure you fill in all the required fields on the form, including your Grant Reference Number, and attach the necessary backing documents (your Grant Award Letter, and any receipts/invoices to evidence your spend).

·       Trust Finance will then invoice the Charity, and we’ll pay the money back to your cost centre code and account code.

 

If you work at the College, the procedure is as follows:

·       Show your Grant Award Letter to your budget holder or finance manager. They will give you a funding code for your grant that you can use to make any order(s) or purchase(s) through the College’s purchasing system. You will need to code your expenditure against your funding code.

·       Once order(s) or purchase(s) are made, you should send any invoices, receipts, or evidence of the expenditure to your budget holder or finance manager and notify them that this needs to be recharged to the Charity. You should also quote the Grant Reference Number, and the approved cost type the expenditure relates to (as detailed in your Grant Award Letter).

·       They will then liaise with College Finance who will invoice the Charity. We’ll then pay the College back, and the money will be credited back to the funding code it came from.

My purchase isn’t available via the Trust or College, what can I do?

We’re aware that sometimes you’ll get better value for money if you purchase smaller items, such as personal computers, travel, and minor pieces of furniture/equipment yourself. Please speak to us first before you do this, and if allowed, we’ll then reimburse you directly.

What is VAT exemption, and how can I check if my purchase is VAT exempt?

The charity can use its charitable status to VAT exempt certain purchases. This means that you’ll not be charged VAT for the item as you’re purchasing it with charitable funds.

The list of items that qualify is very specific and can be found here.

If you’re purchasing something from this list, please make sure the supplier will accept a VAT exempt certificate. Then, contact the charity’s Finance department (finance@imperialcharity.org.uk) with the following information before you make your purchase:

  • A quote for the item from the supplier (valid for at least one month)
  • The supplier’s name and address
  • A description of the item being purchased
  • The Purchase Order from the Trust/College

Our Finance team will then issue you with a VAT exempt certificate, and you can make your purchase receiving this VAT relief.

Can I change my approved costs/transfer costs between my approved cost headings?

Your Grant Award Letter gives details of your grant’s approved costs. These come from your application form, and are broken down into different cost types, with an approved amount for each. You can move money between cost types, however if this movement will increase a cost type by more than 10%, you need to contact us to ask for permission first.

Can I pause my project once I’ve started?

We understand that there are circumstances that might mean you need to pause your project and restart it at a later date. To pause your grant, please contact us as soon as possible, and before you need to stop. We may ask you to complete a Progress Report to give an update on what you’ve achieved so far, and an estimated reactivation date. We’ll then pause your project and ask you to contact us to reactivate it when you’re ready.

Can I extend my project?

If you experience unforeseen issues or delays to your project, we can consider a no-cost extension. Please contact us as soon as possible (and at least four weeks before your grant ends) so we can consider this. We’ll ask you to complete a Progress Report, and give us details of your proposed new timetable and how you will spend the remainder of your grant, to achieve your intended aims.

Can I request a grant increase?

Your award is set at the amount confirmed in your Grant Award Letter. If you’ve experienced unforeseen issues, we may be able to consider a grant increase, but this is on a case-by-case basis and cannot be guaranteed. We’ll need to take your request to the original decision-makers, which can take a number of weeks. Please contact us as soon as possible if you are concerned about your project costs, and we can advise.

What is a Progress Report, and where can I find it?

We may ask you to complete a Progress Report, for an update on your progress to date and how much you’ve spent. We can ask for this it any time, but especially if you need to request an extension, or to move larger amounts of money from one cost type to another.

The template for this report will be available via Flexigrant soon. If you need it in the meantime, please contact us.

What is the End of Grant Report, and where can I find it?

We ask you to submit an End of Grant Report when your project is complete, and within 6 months of your grant ending. You use this Report to tell us what you’ve achieved. how far your project has met its aims, and your future plans. You can also give us feedback, and share what you’ve learnt along the way.

The template for this report will be available on Flexigrant soon. If you need a copy in the meantime, please contact us.

We won’t make any final payments related to your grant until we’ve received your End of Grant Report.

Find out more about the End of Grant Report here.

What is 360Giving?

360Giving is a charity that helps organisations openly publish their grants data.

As part of our commitment to open grants data, we publish our grants on a yearly basis to 360Giving. For Innovate grants, we share the project title, project abstract, amount awarded, award date and hospital site. If you would like to opt out of us sharing your project title and abstract, please email us.

If you would like to see our latest 360Giving grants report, please click here.

Key resources

Patient hardship grants

Click here to see our workflow showing how these grants work, from application to payment

 

Small grants

Click here to see our workflow showing how these grants work, from application to completion

Research Fellowships

Click here to see our workflow showing how these grants work, from application to completion

Click here to download our Getting Started Guide

Innovate at Imperial

Click here to see our workflow showing how these grants work, from application to completion