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[{"$nulls":7},"GRANT POLICY CHECKLIST FOR GRANT APPLICANTS"]
[]
[]
[null,null,null,"The Grant Policy Checklist has been developed to assist Grant Applicants ('GAs') in understanding the key criteria they will need to satisfy as their application for grant moves through the Pre-Award, Award and Post Award stages. This Checklist provides action items for Grant Applicants to review and complete at each stage of the process.  This is intended for Applicant use through out the grant process and should be updated and submitted to UKSA at each stage.  Applicants should note that the guidance is generic to all UKSA grant programmes, and should be read in conjunction with specific Grant Call information."]
[]
[]
[]
[]
[{"$nulls":6},"Instructions for Grant Applicants: "]
[]
[null,null,null,"1.   Use the 'Applicant' sheet to check off progress / compliance with key criteria"]
[null,null,null,"2.   Use the (YES, NO, N/A)  drop-down menu at Col G to flag progress against the appropriate criteria and capture comments / actions at Col I"]
[null,null,null,"3.   Look to ensure that all action items are completed at each main / sub-stage before moving on down the checklist"]
[null,null,null,"4.   Please set the drop down menu to the appropriate status (NOT STARTED, IN PROGRESS, COMPLETE)"]
[null,null,null,"      once you are working on/ finished one of three main Grant Application stages - Pre-Award, Award and Post- Award"]

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[null,null,"Grant Applicant 'GA' Checklist"]
[{"$nulls":6},"Check"]
["Status",{"$nulls":7},"Comments from Grant Applicant"]
["Not Started",null,"PRE-AWARD STAGE\nIn preparing to submit a Grant Application, the Grant Applicant should ensure the following \n"]
[null,null,"Organisation Eligibility"]
[]
[]
[{"$nulls":4},"Prime Grant Applicant ('GA') is able to demonstrate it is able to effectively manage the project",null,"-"]
[]
[{"$nulls":4},"GA has a UK bank account and understands that all payments will made in UK sterling.",null,"-"]
[]
[{"$nulls":4},"GA confirms that any project partners will also use a separate, project-specific, bank account or project accounting code for project funds ",null,"-"]
[]
[{"$nulls":4},"GA and any project partners are able to provide evidence of appropriate anti-bribery and anti-corruption policies.",null,"-"]
[]
[{"$nulls":4},"GA and any project partners are able to provide evidence of a process for declaring and managing conflict of interest.",null,"-"]
[]
[{"$nulls":4},"GA and any project partners are able to provide evidence that they are GDPR compliant.",null,"-"]
[]
[{"$nulls":4},"If GA works with international partner(s), proof of engagement can be provided (e.g. supporting letter, minutes from workshops, etc.). This includes for both implementing partner(s) and the end beneficiary organisation(s) if they are separate organisations.",null,"-"]
[]
[{"$nulls":4},"If GA works with international partner(s), formal commitment of partnership from the international partner has been submitted.",null,"-"]
[]
[{"$nulls":4},"Any travel to overseas complies with FCO recommendations and project is not working areas of active conflict.",null,"-"]
[]
[{"$nulls":4},"Formal teaming, or equivalent agreements between project partners can be put in place within 60 days of grant signature.",null,"-",null,"Please provide evidence"]
[]
[{"$nulls":4},"The project complies with the rules stated in the Grant Application Guidance document.",null,"-"]
[]
[null,null,"Cost and Funding eligibility"]
[]
[]
[{"$nulls":4},"GA understands that Grant funding is on a cost recovery basis only. (Any surplus funds not spent will be lost to the project unless there are alternative arrangements agreed.)",null,"-"]
[]
[{"$nulls":4},"GA confirms that GA has not received funding from other grants/contracts to undertake the same activities",null,"-"]
[]
[{"$nulls":4},"GA understands that Grant funding cannot be rolled over between financial years without explicit consent from the UK Space Agency",null,"-"]
[]
[{"$nulls":4},"GA understands that where Match Funding parameters are set out in the Application Guidance, the size of any grant offer will be capped based on its status an SME, educational institution or DAC-list organisation",null,"-"]
[]
[{"$nulls":4},"GA understands that if it is a subsidiary company, its grant award will be subject to Parent Company Guarantee from its immediate or ultimate parent",null,"-"]
[]
[{"$nulls":4},"GA understands that a condition of grant payment will be ability to evidence appropriate finance controls for assessing and validating costs ",null,"-"]
[]
[{"$nulls":4},"Where there are project partners, GA understands that a condition of grant payment will be ability to evidence appropriate finance systems in place for settling project partner grant claims in a timely manner",null,"-"]
[]
[null,null,"Contractual Eligibility"]
[]
[{"$nulls":4},"GA has signed up to the full set of terms and conditions as set out in the Grant Funding Agreement",null,"-"]
[]
[{"$nulls":4},"GA understands that minor changes in drafting will only be considered if these will prevent the GA breaching statutory or regulatory obligation, and that these changes must be proposed and agreed by UKSA before formal grant award",null,"-",null,"Please provide rationale for any changes to GFA"]
[]
[{"$nulls":4},"GA understands that in receipt of grant funding, it must fully abide by the UK government Code of Conduct for Grant Recipients",null,"-"]
[]
[null,null,"Due Diligence"]
[]
[{"$nulls":4},"GA will bear responsibility for demonstrating that a sufficient level of due diligence, in regards to project partners and subcontractors, has been carried out (financial standing, technical ability, scrutiny of the breakdown costs) and any other checks as stipulated in writing by UKSA",null,"-"]
[]
[{"$nulls":4},"GA understands that in addition to proposal stage checks,  further scrutiny might be required on partner due diligence if proposal is to be funded.",null,"-"]
[]
[{"$nulls":4},"Supporting evidence of partner due diligence or a partner reasonable assurance statement has been submitted (such as financial standing, technical ability and scrutiny of the breakdown of costs)",null,"-"]
[]
[{"$nulls":4},"GA understands that any costs associated with partner due diligence is considered as a bidding cost and borne by the GA",null,"-"]
[]
[{"$nulls":4},"Evidence of anti-bribery, anti-corruption internal policies and process for declaring and managing conflict of interest for both, the GA and project partners has been submitted",null,"-"]
[]
[{"$nulls":4},"Grant recipient funded independent accountants audit assurance report has been provided",null,"-"]
[]
[]
["Not Started",null,"AWARD STAGE\nIn preparing a full Grant Application, the Grant Applicant should ensure the following "]
[null,null,"Invoicing / Milestone Payments"]
[]
[{"$nulls":4},"Proposed milestone payments should be set out in the Milestone Payment Proforma within the Grant Application pack",null,"-",null,"Please provide rationale for cost overruns"]
[]
[{"$nulls":4},"Milestones has been linked to deliverables and GA understands that grant payments will only be released once the milestone has been accepted.",null,"-"]
[]
[{"$nulls":4},"GA understands that UKSA will only pay on actuals. If cost incurred are greater than the value of the milestone value, these costs will be borne by the GA, unless the additional expenditure has been agreed with UKSA ahead of the cost being incurred and a Grant Change Notice (GCN) executed.",null,"-",null,"Please provide rationale for cost overruns"]
[]
[null,null,"Staff and Pay Costs"]
[]
[{"$nulls":4},"Staff costs must be calculated on cost recovery basis only and broken down by pay costs and overheads separately",null,"-"]
[]
[{"$nulls":4},"Pay costs are calculated based on GA's PAYE records and they should include gross salary, NI contributions and employer pension contributions",null,"-"]
[]
[{"$nulls":4}," Pay costs must NOT include: any profit margins, commercial charge-out rates, allowances for bonuses and benefits in kind, business development and travel and subsistence",null,"-"]
[]
[{"$nulls":4},"Day rates reflect actual costs (high payroll costs will be challenged)",null,"-"]
[]
[{"$nulls":4},"Evidence will be required (e.g. payslips) to show that the rate is on a cost recovery basis only",null,"-"]
[]
[{"$nulls":4},"Timesheets of those working on the project to be provided when making grant claims against labour costs ",null,"-"]
[]
[{"$nulls":4},"GA confirms that pay cost per day in the budget breakdown has been provided (using actual gross monthly payroll costs, assuming 260 working days/year, less annual leave and public holiday entitlements",null,"-"]
[]
[{"$nulls":4},"Budget is structured in a way that contingent workforce day rates and number of days worked shown",null,"-"]
[]
[null,null,"Overheads and VAT"]
[]
[{"$nulls":4},"Overheads have been separately stated from pay costs (charged at 20%)",null,"-"]
[]
[{"$nulls":4},"Overheads have been charged at 20% of pay costs",null,"-"]
[]
[{"$nulls":4},"GA confirms that overheads relating to contingent workforce/consultants have been included within their daily rate, and not included in either the calculation of the 20% overhead allowance or charged to it",null,"-"]
[]
[{"$nulls":4},"If overheads couldn't be accommodated within the 20% rate, a detailed breakdown of proposed direct and indirect costs have been submitted",null,"-"]
[]
[{"$nulls":4},"A breakdown of overhead costs have been provided",null,"-",null,"Please provide the breakdown"]
[]
[{"$nulls":4},"GA understands that VAT cannot be charged on top of the submitted costs (as grant funding is outside of the scope of VAT)",null,"-"]
[null,null,"Ineligible Expenditure"]
[]
[{"$nulls":4},"using grant funding to petition for additional funding",null,"-"]
[]
[{"$nulls":4},"input VAT reclaimable by the Grant Recipient from HMRC",null,"-"]
[]
[{"$nulls":4},"payments for activities of a political or exclusively religious nature ",null,"-"]
[]
[{"$nulls":4}," goods or services that the GA has a statutory right to provide",null,"-"]
[]
[{"$nulls":4},"payments reimbursed or to be reimbursed by other public or private sector grants",null,"-"]
[]
[{"$nulls":4},"contributions in kind ",null,"-"]
[]
[{"$nulls":4},"depreciation, amortisation or impairment of fixed assets owned by the GA",null,"-"]
[]
[{"$nulls":4},"acquisition or improvement of fixed assets (unless the grant is explicitly for capital use - this would be stipulated in the GOL)",null,"-"]
[]
[{"$nulls":4}," interest payments (including service charge payments for finance leases)",null,"-"]
[]
[{"$nulls":4},"gifts to individuals",null,"-"]
[]
[{"$nulls":4},"entertaining (that would be a taxable  benefit to the person being entertained)",null,"-"]
[]
[{"$nulls":4},"statutory fines, criminal fines or penalties, or liabilities incurred before the issue of the GFA (unless agree in writing by UKSA) ",null,"-"]
[]
[{"$nulls":4},"employee benefits and bonuses are ineligible expenses",null,"-"]
[]
[{"$nulls":4},"alcohol",null,"-"]
[]
[null,null,"Travel and Subsistence"]
[]
[{"$nulls":4},"value for money must always be considered",null,"-"]
[]
[{"$nulls":4},"the limit for accommodation is: £140/night; for breakfast: £5; for lunch: £5 and for dinner:£10",null,"-",null,"Please provide rationale for travel"]
[]
[{"$nulls":4},"all travel claimed must be using Economy rates",null,"-"]
[]
[{"$nulls":4},"receipted tolls, ferry costs, parking and congestion charges incurred during business journey may be claimed ",null,"-"]
[]
[{"$nulls":4},"all expenditure must be supported by actual, itemised receipts",null,"-"]
[]
[{"$nulls":4},"If set limits cannot be adhered to, prior written approval from UKSA is needed",null,"-"]
[]
[]
["Not Started",null,"POST-AWARD STAGE\nThe following criteria must be satisfied to access grant payment after initial award"]
[]
[null,null,"Post-Award Due Diligence"]
[]
[{"$nulls":4},"Due Diligence on completion of partner deliverables has been carried out (technical aspect and assessment of costs associated with deliverables)",null,"-"]
[]
[{"$nulls":4},"Supporting evidence of cost expended (e.g. timesheets, redacted subcontractor contracts, invoices for third parties and expenses receipts) has been submitted",null,"-"]
[]
[{"$nulls":4},"Supporting evidence and review of accuracy and compliance with agreed expenditure has been periodically submitted (throughout the life of the project)",null,"-"]
[]
[{"$nulls":4},"Technical assessment of milestone deliverables against acceptance criteria of project partner(s) has been completed (to allow milestone payments to be released)",null,"-"]
[]
[{"$nulls":4},"Financial assessment of project partner(s) has been completed. Including assessment of expenditure for each milestone payment and reporting on planned cost. If it is a multi-year project, follow up review of financial standing/health of project partner(s) has been conducted.",null,"-"]
[]
[{"$nulls":4},"Commercial review of project partner(s) has been conducted. Review of milestones and change management including any variations to time, cost, scope.",null,"-"]
[]
[{"$nulls":4},"Project partner(s) project progress and impacts of delays (if applicable) has been assessed and risk assessment has been carried out and mitigation activity has been put in place",null,"-"]
[]
[{"$nulls":4},"Breakdown of capital usage (e.g. licence, data costs, etc) have been provided",null,"-"]
[]
[{"$nulls":4},"GA understands that UKSA reserves the right to conduct ad-hoc audits throughout the life of the project",null,"-"]
[]
[null,null,"Annual Audit of Project Costs (For Grant awards of £250k and over only)"]
[]
[]
[{"$nulls":4},"GA understands that an external annual audit will be carried out to ensure that costs claimed from the grant funding have been expensed on agreed project related expenditure and comply to UKSA grant funding policies (e.g. match funding)",null,"-"]
[]
[{"$nulls":4},"GA understands that the auditor will be appointed by UKSA",null,"-"]
[]
[{"$nulls":4},"GA understand that all subcontractors and partners must provide access to project relevant expenditure ",null,"-"]
[]
[{"$nulls":4},"GA understand that supporting evidence, such as timesheets (prime and, where applicable, partners), staff costs (contractors), all receipts (including T&S), all partner and subcontractor invoices will need to be provided",null,"-"]
[null,null,"Monitoring and Evaluation"]
[]
[{"$nulls":4},"Robust Monitoring and Evaluation has taken place throughout project life to show social/environmental/economic impact in line with the agreed Monitoring and Evaluation Plan",null,"-"]
[]
[{"$nulls":4},"End of project due diligence: end of project review has been completed. (has technical and economic value been realised?)",null,"-"]
[]
[{"$nulls":4},"Lessons learnt and continuous improvement have been documented",null,"-"]
[]
[null,null,"Sustainability"]
[]
[]
[{"$nulls":4},"GA is able to evidence that the project is sustainable, with project benefits continuing even after grant funding stops.",null,"-"]
[]
[{"$nulls":4},"The GA has submitted an outline of how capacity building will be achieved incorporating linked  training",null,"-"]