If you have made your application in good time, your university, who manages the payment of Additional Funding may be able to advance a proportion of the award ahead of expenditure. Alternatively, they may require you to book through your institution’s travel agency.
The only exception to this is if you have had funding approved for consumables. For the purchase of consumables, we would issue payment on receipt, so you would have to pay for the costs upfront.
For Oxford students:
In accordance with Oxford’s policy on the payment of grants, if you have made your application in good time, you may receive 75% of the approved amount in advance. Following your trip/course, the certification form should be sent to the finance colleagues at your institution (details will be included in your award letter and email) along with scanned copies of your original receipts (travel costs/accommodation etc.). Please also supply an itemised list of the receipts that you are submitting. The form must be countersigned by your supervisor.
The final 25% of the approved amount will only be made once the certification form is received and the costs have been confirmed. If you do not complete and return the certification form, a repayment of any amount already made to you will be requested.
For Cambridge students:
Once the OOC DTP Manager has informed the Student Funding Team about the approved additional funding, the Student Funding Administrator will advise if you need to apply for Leave to Work Away. When all is approved you will receive the funding with the next available payroll run. If you are able to plan your additional activities in good time, you may be able to receive the additional funding in advance.
Please ensure that you retain all original receipts and submit them to the Student Funding Team within one month after the end date of your additional activity. Please note that only receipted items will be eligible for funding, any expenses without corresponding receipts should be returned to the Student Funding Team up to the amount of awarded funding.
For Open University students:
Once you are in receipt of your additional funding award letter, please can OU students contact the FASS-Research-Degrees@open.ac.uk mailbox. The sooner you contact the team the sooner they can help you to navigate how best to process the additional funding and make it available for you.