Key Funder Requirements

UKRI is made up of the following research councils: Engineering and Physical Sciences Research Council (EPSRC), Biotechnology and Biological Sciences Research Council (BBSRC), Science and Technology Facilities Council (STFC), Natural Environment Research Council (NERC), Medical Research Council (MRC), Economic and Social Research Council (ESRC), and the Arts and Humanities Research Council (AHRC).

Travel costs

• All travel costs should evidence value for money as the primary consideration. Consequently, travel must be standard class by train and economy class by air for short or medium haul flights and premium economy for long haul flights. In some cases, UKRI will permit business class flights for health reasons. Pre-approval must be obtained by the Head of Administration and Finance prior to purchasing business class flights on UKRI grants.
• Travel tickets purchased during the project duration for travel dates after the end of the project are not an allowable cost.
• Only the travel costs of staff funded from the project are eligible unless approval has been obtained from the UKRI. As an example of an exception, where award budgets include funding for academic collaborators or invited speakers, the travel cost for researchers not directly funded by the project is deemed eligible.
• Taxis are generally not eligible costs on UKRI grants (see further details below).

Visa and NHS surcharge

• Visa and NHS surcharge are eligible costs for staff working directly on UKRI grants.

IT equipment, software and accessories

• Purchase of IT items should be arranged by contacting the Department’s IT Team at @email. For further details see Purchasing Goods and Services.
• Equipment should not be purchased in the last 6 months of the grant unless prior written approval from UKRI has been obtained.
• Any equipment purchased by the University (including through research funding) remains the property of the University.

Ineligible costs

• alcohol
• publication costs
• student related costs
• equipment maintenance for existing equipment
• relocation costs for unnamed staff
• costs which cannot be proven to be project specific (either in nature or due to apportionment)

Taxi hire on UKRI grants

Departments have been advised by Research Accounts that taxi fares very rarely represent value for money and therefore should not be charged to UKRI projects as per the UKRI funding terms. There are, however, circumstances where taxi fares may be eligible to be claimed. There is a very high bar for these costs to be deemed eligible and evidence must be maintained to substantiate that value for money has been gained.

In summary, exceptions include:

1. When the safety of the traveller needs to be addressed (UK out of hours travel/ connections from/to airport when overseas (not in the UK) due to risk inherent at location). Note that every airport connection overseas is not automatically eligible, just where there are safety needs (unsafe countries, women travelling alone late at night, mobility issues, transporting sensitive equipment etc.). Taxis required for safety reasons should be approved in advance by the Head of Administration.
2. Location of the event (somewhere that cannot be reached by public transport).
3. Number of travellers (the number of travellers brings down the travel costs to the equivalent of public transport, likely to be in combination with one of the first two points).

In addition to meeting an eligibility criterion, claimants are also required to provide evidence to support taxis submitted on SAP Concur. 

For example, if a taxi is taken because public transport is not available or the location cannot be accessed via public transport, then you will need to provide a screenshot of Google Maps (or alternative mapping service), showing no bus/train stops within a reasonable walking distance of the taxi pickup/drop-off. Please ensure that the taxi pickup/drop-off address is included when requesting to charge a taxi.

If a taxi is taken because the timing of travel is during a period where public transport is unavailable, then you will need to submit a timetable showing no service at the time of the taxi travel.

Further information

UKRI terms and conditions for research grants

Travel costs

• Travel claims should only include travel by standard class by train and economy class by air for flights. In exceptional circumstances, where Premium Economy/Business Class is the only practical option, this should be pre-agreed with the Head of Administration prior to travel being booked and evidence of this agreement should be retained.
• All travel requires contemporaneous evidence of attendance – minutes, brochures, agendas etc.
• Travel costs for non-funded participants are eligible if linked to the project (e.g. presenting a paper) with proof of attendance kept on file for audit purposes, ideally submitted with each expense claim.
• All travel must be essential to conduct work for the project. ERC grants cannot fund indirect travel.
• Travel tickets purchased during the project duration for travel dates after the end of the project are not an allowable cost.

Visa and NHS surcharge

• Visa and NHS surcharge are eligible costs for staff working directly on ERC grants.

IT equipment, software and accessories

• Purchase of IT items should be arranged by contacting the Department’s IT Team at @email. For further details see Purchasing Goods and Services.
• Equipment should not be purchased in the last 6 months of the grant unless prior written approval from ERC has been obtained.
• Any equipment purchased by the University (including through research funding) remains the property of the University.

Ineligible costs

• Costs not incurred using the University's normal accounting practices.   

Travel cost

• Travel claims should only include travel by standard class by train and economy class by air for flights. In exceptional circumstances, where Premium Economy/Business Class is the only practical option, this should be pre-agreed with the Head of Administration prior to travel being booked and evidence of this agreement should be retained.
• Travel tickets purchased during the project duration for travel dates after the end of the project are not an allowable cost.

Visa and NHS surcharge

• Visa and NHS surcharge are eligible costs for research fellows funded by Unveristy Research Fellowships only. 

IT equipment, software and accessories

• Purchase of IT items should be arranged by contacting the Department’s IT Team at @email. For further details see Purchasing Goods and Services.
• Equipment should not be purchased in the last 6 months of the grant unless prior written approval from Royal Society has been obtained.
• Any equipment purchased by the University (including through research funding) remains the property of the University.

Further information

Royal Society grant policies