- Materials and consumables
- Equipment purchase and equipment maintenance
- Access charges for equipment and facilities
- Flexible Funding Allowance
- Publication costs
- Miscellaneous other costs
- Overseas allowances
What costs are provided by Wellcome Trust awards?
The Wellcome Trust provides funding for the directly incurred costs of the research project. Directly incurred costs are actual costs that are explicitly identifiable as arising from the conduct of a project (e.g. staff salaries, equipment, materials, travel). These costs are charged as the cash value actually spent and are supported by an auditable record. We do not fund on a proportion of full economic costs (fEC) basis.
Awards may also provide other costs where it suits our charitable mission to do so. We are willing to provide funding to meet the full costs of animal research (see Animals below). We may also make awards to fund specific building and infrastructure costs.
Capacity building costs may be requested on grants that will be directly awarded to low- and middle-income country institutions and may include:
- training (e.g. transferable skills and personal development training for the principal applicant and all other posts on the grant, short-term professional training for administrative, technical and support staff)
- administrative costs (e.g. grant management costs, departmental technical and administrative services)
- other costs (e.g. computing and internet access costs, waste disposal and incineration, building maintenance).
Grants will be cash-limited at the point of award.
Funds may be requested for the salary costs of all staff, full or part-time, who work on the project and whose time can be supported by a full audit trail. (Please refer to the staff categories [PDF 16KB] to be used when applying for grant support).
Such costs typically include:
- research assistants/technicians who are to be employed on the grant
- Wellcome Trust fellowship and studentship holders
- principal applicants and coapplicants seeking their own salary support, if the Wellcome Trust is convinced that our fellowship support schemes are inappropriate for the individual and that the individual is an experienced independent researcher.
We are unwilling to meet the salary recovery costs of staff currently funded by the Higher Education Funding Council.
Salary costs sought should be commensurate with the skills, responsibilities and expertise necessary to carry out the role required. Where appropriate, the level of salary sought should be justified in the relevant costs justification section of the form. We reserve the right to award support at a different level if considered appropriate.
Salary costs sought should include any increments to which the individual is entitled, and expected promotions or regrading where appropriate.
The host institution is responsible, as the employer, for the contracts of employment of the staff concerned, and consequently for any redundancy or other compensatory payments that may be required. Work permits, where required, are a matter for direct negotiation between the host institution and the relevant Government departments.
Further details on the employment of staff are available.
Please note that where the salary costs on an application are required to be amended following consideration by the committee, the revised costings must be based on the original costs submitted in the grant application, including the percentage figure(s) used to cover known or scheduled pay awards in Year 1.
We will meet the directly incurred costs of materials and consumables required to carry out the proposed research.
These costs may include laboratory chemicals and materials (e.g. reagents, isotopes, peptides, enzymes, antibodies, gases, proteins, cell/tissue/bacterial culture, plasticware and glassware, etc.), and photographic supplies.
Funds may be requested to cover charge-out rates for animal house facilities, when animal use is essential to the project. Charge-out rates may include running costs (including the purchase and maintenance of animals, and any experimental procedures involved), plus appropriate estates costs and cage depreciation costs. Building depreciation costs should be excluded from the charge-out rates applied for on Trust grants.
We may not be willing to meet the full charge-out rate for an animal house facility where we have provided significant funding towards the infrastructure and/or core support of the facility.
The Trust reserves the right to review and challenge the costing methodology used by the institution to calculate animal house facility charge-out rates applied for on Trust grants.
For institutions that do not use full economic costing methodology to establish charge-out rates for animal house facilities, funds may be requested to cover the purchase costs of animals, food and maintenance charges (e.g. diet, bedding, disinfectant, disposal bags) and labour costs, and for any experimental procedures involved.
Applicants can request items of equipment essential to the proposed research project.
For an item costing £100K or more, we normally expect a proportional contribution from the host institution or other source.
As a guide, we would expect a contribution of at least 10 per cent on an equipment item costing £100K or more, and at least 20 per cent on an item costing £500K or more. In some instances, a larger contribution may be required; in these cases we will negotiate with the applicants after the application has been assessed.
Contributions are not limited to cash and can include benefits in kind, such as refurbishment or the underwriting of a key support post.
Please note that larger contributions from the host institution/other sources could potentially strengthen the competitiveness of an application.
We will consider requests to cover equipment maintenance for equipment originally funded by us. Maintenance costs of equipment not funded by the Trust may not be sought on applications from the United Kingdom or Republic of Ireland.
Requests for maintenance of existing Wellcome Trust-funded equipment may be considered once the original grant period has expired. We will, however, only consider providing maintenance costs for equipment more than five years old, if the applicant can demonstrate that it is cost-effective to do so.
Applicants outside the UK and Republic of Ireland may apply for maintenance costs for equipment originally funded by us or other sources.
Access charges calculated on a cost recovery basis may be sought for equipment that was originally funded either by the Wellcome Trust or other sources, after the initial funding period has ended. Access charges for Wellcome Trust-funded equipment will only be considered where any maintenance contracts funded by us have expired. Charges may cover maintenance of service contracts, running costs, staff time and material and consumables. Depreciation costs should not be included.
Access charges calculated on a cost recovery basis may be sought for facilities, so long as the costs are calculated on a Directly Incurred Cost basis and exclude depreciation costs.
The use of the equipment/facilities must be essential to the proposed research.
Support for departmental, technical and administrative services (even where calculated on a Directly Incurred Cost basis) are not allowed.
The FFA will normally be equivalent to 2.5% of the transferable costs total. However, FFA on grants is provided at the discretion of the Trust. The FFA will not be provided on some grant schemes, will not be provided for ring-fenced funds (including fellows’ salaries; student stipends; studentship course fees; health insurance; and any personal overseas allowances), and will be subject to a maximum ceiling of £50 000 per grant. The FFA will be added, where appropriate, by the Trust.
For awards made from 1 October 2011, the FFA will only be provided on studentships and training and intermediate fellowships. For other grant schemes, where FFAs will no longer be provided, support for publication costs (with the exception of open access), formal transferable skills and personal development training, and PhD student fees for individuals employed on a Trust grant, may be requested in the application.
The funds requested on an application must be based on current known costs. Figures for Year 1 may include known pay awards that will take place during the first year (or an assumed percentage, equivalent to our current inflation allowance where the scheduled pay award has not yet been confirmed). An allowance for inflation from Year 2 onwards will be added, where appropriate, by the Trust.
Normal page charges or costs for colour prints in journals can be met from the Flexible Funding Allowance on each grant.
Note: for awards made from 1 October 2011, publication costs will only be met through the FFA on studentships and training and intermediate fellowships. For other grants schemes where FFAs will no longer be provided, support for publication costs may be requested in the application.
Charges made by publishers to meet the costs of publishing in open access journals (see the Trust's full policy on open access publishing) should not be requested on individual grant applications as the Trust has provided alternative sources of funding (see question 14 of the FAQs).
Other publishing costs (i.e. those not associated with publishing academic papers) will be considered where such activities are integral to the project, for example:
- the cost of publishing the proceedings of a Wellcome Trust funded workshop or conference
- the cost of printing questionnaires, recruitment material, newsletters, etc. for clinical, epidemiological and qualitative research studies
- where it has been agreed that the results of a clinical trial or epidemiological study should be shared with participants or disseminated more widely to influence policy or change practice
- for public engagement projects where dissemination (including printing and publishing) is a key activity of the project.
This list is indicative rather than exhaustive, but is intended to provide guidance on the types of cost that may be requested.
Costs should be specified as far as possible, and justified in terms of requirement of the research proposed.
These costs may include:
- fieldwork costs, including survey and data collection and statistical analysis
- specialist publications (not found in institutional libraries)
- consultancy fees
- subjects/volunteers - expenses incurred by volunteers involved in a research project
- computing – including recurrent costs of computing dedicated to the project (e.g. software licences)
- recruitment and advertising costs for staff employed on the grant
- purchase/hire/running costs of project-dedicated vehicles.
For grants that do not include the Flexible Funding Allowance, the following costs may also be requested:
- formal transferable skills and personal development training
- PhD student fees for individuals employed on a Trust grant
Clinical research costs
Research conducted using NHS patients or facilities is subject to the guidelines for attributing the costs of health and social care research and development (AcoRD), published by the Department of Health. Annex A of the AcoRD guidelines details the subset of costs that may be requested, and those which we would expect to be funded by the Department of Health through the National Institute for Health Research or local NHS Trusts.
The Wellcome Trust automatically provides the principal applicant and each researcher employed on the grant with a standard travel to meetings allowance to attend scientific meetings. For grant applications to be considered from 1 October 2008 onwards, the following allowances will apply:
- principal investigators (and co-investigators who receive their salary on the grant): £1500 per annum
- research staff employed on the grant: £1000 per annum each
- junior and intermediate fellows: £1500 per annum
- senior and principal fellows: £2000 per annum.
Requests for additional funds for specified meetings/conferences will no longer be permitted, as the standard travel to meetings allowances are expected to cover all such costs.
Other travel funds (e.g. for collaborative visits) may be requested. Travel fares for accompanying partners and dependants may only be requested where the Trust-funded researcher will be undertaking research away from the home laboratory for 12 months or more. Travel costs should be based on the most suitable and economical form of travel.
Essential subsistence costs can be requested for individuals working overseas or away from their host institution for a period of less than 12 months. Subsistence should be costed according to the host institution's normal subsistence rates. Where the host institution does not have an established subsistence policy, the following rates should be used:
- £80 per day for week 1
- £60 per day for weeks 2 and 3
- £40 per day for weeks 4-26
- £20 per day thereafter, plus health insurance where necessary.
For grant applications to be considered from 1 October 2008 onwards, individuals from low- and middle-income countries should use the following rates if the host institution does not have an established subsistence policy:
- £90 per day for weeks 1-4
- £60 per day thereafter, plus health insurance where necessary
Applicants intending to spend a period of time overseas should provide the predicted cost of health insurance.
For visits of 12 months' duration or longer, overseas allowances should be applied.
Specific arrangements apply for UK-employed post holders working overseas and for overseas-employed post holders working in the UK for periods of 12 months or more.