The end of your grant

When you apply for your grant you include the duration for the project and a proposed start date. Once your grant actually starts the end date will automatically be generated to provide the correct duration. The end date will be shown in the Joint electronic submission (Je-S) system, and will be available to both the principal investigator and the research organisation (RO).

Within the lifetime of the grant there may be changes which influence the actual end date, such as extensions, transfers, and so on, but once the end date is reached a Final Expenditure Statement (FES) will be generated, which must be completed and returned by the RO within three months of the end date of the grant. Failure to do this will result in a financial sanction being imposed on the RO.

Once the grant has ended funds cannot be used to meet the costs of an activity that will fall beyond the actual end date of the grant. For example, when travel falls after the end of the grant, the costs cannot be charged to the grant even if the tickets, and so on, can be purchased in advance.

All grant maintenance requests must be made before the end date of the grant. However, if there are exceptional reasons that will prevent submission of the FES within the period allowed, a written request may be made via the Grant Maintenance facility in Je-S, before the due date passes, for the submission period to be extended.

Payments on the grant will be made throughout its lifetime, but the final payment will be held until the FES has been received and the grant reconciled. Reconciliation involves the comparison of the funds spent on the grant to the funds awarded, and will include checks on the eligibility of the expenditure. Further details are included in your grant terms and conditions. Once the final payment required for the grant has been confirmed, the funds will be included in the next scheduled pay run to the RO.

EPSRC grants no longer require the completion of a final report via Je-S, although some grants may have specific reporting requirements included in their grant conditions. Following the Research Outcomes Harmonisation project, all seven Research Councils now use an online web-based system called Researchfish to collect information about the outcomes and impacts of the research we fund. This replaces the Research Outcomes (ROS) system formerly used by AHRC, BBSRC, EPSRC, ESRC and NERC.

For further details please see Collection of research outcomes.