Underwritten Horizon Europe grants

MSCA and ERC grants

UKRI Research Councils underwrite MSCA and ERC grants.

A final expenditure statement is due at the end of the grant and a submitted through the Joint Electronic Submission system.

Other Horizon Europe grants

Innovate UK underwrites funding that would have been provided by Horizon Europe.

Staff costs for these grants are claimed through an annual reconciliation.

Once a year, the Research Operations Office calculate eligible staff costs using:

  • completed timesheets or day declarations
  • an employee’s annual salary

Staff who work 100% on a grant can provide signed day declarations instead of timesheets.

Process for reconciling staff costs

  1. When annual reporting is due, Departments must save timesheets and declarations in their final timesheets SharePoint library.
  2. The Research Operations Office will email Departments with calculated staff costs. Departments have 3 working days to reply.
  3. If changes are needed, the Research Operations Office will do this within 2 working days and email the Department.
  4. Departments must complete and confirm any changes within 2 weeks.
  5. When the Research Operations Office gets confirmation from the Department, the claim will be submitted to the funder.

Any delays in submitting the claim may result in funding not being paid.

Flowchart of staff costs and grant funding

What happens when a full reconciliation of staff costs is due?

  1. Departments must ensure that all timesheets and declarations are saved in their final timesheet SharePoint library so that the ROO Post Award team can access them when annual reporting is due.
  2. Departments will receive an email from the ROO Post Award team about the calculated eligible staff costs and have 3 working days to respond.
  3. If any adjustments are required, the ROO Post Award team will do this within 2 working days and email the Department for them to complete the adjustment relating to the over/under claimed costs. Within 2 weeks of receiving the email, the Department will need to confirm to ROO that the adjustments have been completed.
  4. On receipt of this confirmation from the Department, the ROO Post Award team will submit the claim to the funder.

Any delays in submitting the claim may result in non-payment by the funder.