Grant payments

Check your award letter to find out:

• how to report your grant spending
• how we will pay you.

You should send us:

• full bank details for where your organisation would like the grant payments to be sent using our bank details form [DOCX 79KB]
• a completed Common Reporting Standard tax form.

If we've asked you to submit an organisation spend report in your award letter, you'll need to do this through your organisation account on the Wellcome Funding platform. Existing administrators in your organisation's account will be able to add new team members to the account, for example, finance managers.

If you do not have an organisation account on the Wellcome Funding platform, or are unsure who at your organisation already has access to the organisation account, please contact fundingsupport@wellcome.org. We will then set up an account to allow you to complete and submit the organisation spend report.

The way we pay grant funds after they are awarded depends on the type of grant. We will tell you how we will pay your grant funds in your award letter.

How we pay you if you submit organisation spend reports

If you submit organisation spend reports on the Wellcome Funding platform, we pay you on a quarterly basis, in arrears (after the grant money has been spent).

How we pay you if you are reporting spend in a different way (not organisation spend reports)

If you don't use organisation spend reports to report your grant spending, we could pay you in a few different ways. Check your award letter to find out how we will pay you.

If you report your grant spending using an organisation spend report, we pay you quarterly and in arrears (after an organisation has spent its funding).

The claim periods are:

• January-March
• April-June
• July-September
• October-December

Spend for these quarters must be submitted in the next quarter.

For example, if you are claiming grant spend for January to March, then the organisation spend report will be available to complete from early April. You must submit this between April and June when the payment period for January to March ends.

You will have one organisation spend report for all your active grants.

All spend for all relevant grants must be submitted within three calendar months of the end of the organisation spend period. After that the organisation spend report for that period will no longer be available.

We will make a payment after we receive the organisation spend report. We provide a detailed remittance for each payment.

Grants will only appear in the organisation spend report if:

• the award letter says they should be paid quarterly and in arrears after you submit an organisation spend report
• the grant is active
• the grant has been accepted and Wellcome has approved it
• the grant started during or before this reporting period and hasn’t ended in this reporting period (if it has, you will be asked to complete a final expenditure report)
• the grant hasn’t been paid up to 90% retention.

Grant information in the organisation spend report is automatically populated, but you will need to provide us with information about the amounts spent against each grant, and include comments where requested. For example, include information if there is an unusually high or low spend for the period.

You must only incude spend for the three-month organisation spend report period you're claiming for. If there is no spend on the grant before the organisation spend report deadline, submit the report and include a comment to let us know. You should then include the spend in the next quarter and use the comments field to tell us.

If you have any questions about the pre-populated data, contact grantpayments@wellcome.org.

When you complete the report:

• do not edit the pre-filled information 
• add spend amounts to the ‘Spend This Period’ column 
• add explanations in the ‘Your Comments’ column if your spend for this period is nothing, blank, negative or the same as last time 
• do not include any sensitive personal information, for example someone’s health issues 
• do not use any formatting in your comments, for example bold text or line breaks 
• you can use decimal points but you must not use commas or special characters.

You won’t be able to submit the report if you don’t fill in the form correctly, for example if you edit a column with pre-filled information in.

If you find that some grants have been part-paid or not paid at all, it may be because:

You haven't accepted your grant

We will not make any grant payments until you accept your grant on the Wellcome Funding platform and we have reviewed and approved the information you have provided. This confirms that you’ve accepted the grant and its related conditions.

A grant has reached the retention amount

We will pay up to 90% of the grant but won’t release the outstanding 10% until we receive your completed final expenditure report on the Wellcome Funding platform.

We will make part-payment for any spend which takes this grant up to 90%. Read more about our 10% retention policy.

If you have any questions about grant payment arrangements for your organisation, email grantpayments@wellcome.org.

When your grant ends, you need to complete a final expenditure report to receive the final payment.