Managing your Award

Yorkshire Cancer Research uses an online grants management system, Flexi-Grant, for monitoring and managing Awards. Award Holders can keep the Charity updated and request approval for changes to Awards through Flexi-Grant.

An initial welcome meeting with the Charity provides an opportunity to discuss the project further, any outstanding issues and queries, and agree a start date for the Award. The Charity will then send an Award approval letter, and the Award Holder(s) and Financial Authority must accept the Award and agree to the Award Conditions and Policies for Awards.

All Award Holders are required to complete project progress forms through Flexi-Grant and meet with the Charity to discuss progress. In most cases, these are annual updates but may be more frequent, if necessary.

When the Award ends, Award Holders complete a project closure form and a final meeting with the Charity will be held. A final invoice must be received within three months of the end date of the Award and when this has been processed, the Charity will send written confirmation of closure and a final dashboard.

Any proposed changes to Awards must be approved by the Charity and should be requested using this form, including:

• No cost extensions
• Virements – the transfer of funds between budgets
• Cost increases
• Transfer of an Award to a new Organisation (e.g. if the Award Holder moves)
• Change of Principal Investigator or Co-applicant

Use this form to update the Charity about any changes to funded staff. The Charity needs to be informed about staff joining or leaving the Award, and any changes that affect costings (e.g. change of FTE).

The Charity does not accept responsibility for the employment of staff including recruitment costs, benefits (e.g. sick pay, maternity or paternity pay) or termination costs. However, the Charity must be informed of any such changes in circumstances relating to funded staff.

Use this form to submit outputs resulting from the research, including:

• Publications – Yorkshire Cancer Research funding must be acknowledged appropriately and our Public Relations team will be in touch if they decide to cover your work.
• Marketing and external-facing communications - these must be branded appropriately and approved by the Charity (e.g. patient information sheets, questionnaires, posters, presentations and websites). Please allow at least three days for a response from the Charity.

Award holders can use these forms to apply for funding to cover travel and publication costs, and applications are accepted throughout the year. 

The ‘dashboard’ is a budget table which shows the annual costings. Award Holders are expected to forecast their spend and inform us if there are any changes. We send out dashboards when there have been changes to the forecast spend against the Award, which Award Holders or finance contacts are expected to update.

The budget is split into salary and non-salary (consumables) for each year of the Award. Each year corresponds to 12-month periods from the start date of the Award, not calendar/financial years.

Changes to the duration or amounts in the dashboards should not be made without approval from the Charity.

• Original award amount – these figures reflect those in the application form and cannot be edited.
• Current award amount – this is the rephased budget for any changes that need to be made.
• Amount claimed - when invoices are received, costs are entered into the amount claimed fields by the Charity and these figures cannot be edited.

At the end of an Award year, any money remaining from the budget for that year must be reforecast into the later years of the Award. The movement of the underspend is achieved by matching the current award amount for the Award year just ended to the amount claimed. The movement should then be entered into the current award amount for the later years of the Award. The funds must only be moved within budgets, and the total salary, non-salary and grand total budgets remain the same.

When a dashboard is rephased for a no-cost extension, the underspend should be subtracted from the current Award amount of the earlier years and placed in the additional years. A dashboard will be sent to you to rephase with the additional years added.

You will be asked to rephase the dashboard to incorporate the anticipated spend into the appropriate time period.