Conditions of Grant
Set out below are our general grant conditions. In addition, you may have specific grant conditions. If you do, these are included in your accompanying offer letter and you must comply with them.
The general grant conditions are:
Claiming your grant
- Your grant must be taken up (i.e. started) within one year of the date on which the offer was made, otherwise your grant offer expires. If there is a delay in the take up of your grant, please discuss this with us so that we can consider whether we can extend the timescale within which you may take up your grant.
- Your grant must only be used for the specific charitable purposes for which it was made, which are stated above. It is restricted for these purposes only. Any changes to your grant, including a variation to the purpose of the grant, must be agreed in writing by us.
- To claim your grant, please follow the guidance in your offer letter. Please note that the responsibility for claiming your grant on a regular basis is yours. If during the lifetime of the grant there is a gap exceeding nine month in claiming the next instalment without a satisfactory written explanation we have the right to withdraw the grant.
Reporting requirements and evaluation
- You must comply with our evaluation and reporting requirements as outlined in the enclosed blue document.
- You must send us your audited annual report and accounts. If you are a registered charity, these must be in such form as is required by the Charities Act. If you are registered company that is not a charity but is eligible for a grant from us, these must be in such form as is required by the Companies Act. In any case, the accounts should cover the years in which the grant, or any part of it, was received. The accounts should specifically acknowledge the Trust’s grant, the amount you were awarded and state that the grant is restricted.
- If your organisation issues a news release about the grant or makes any additional announcements relating to the grant, please provide us with a copy.
Use of publications and materials
- You grant us an irrevocable, royalty free licence to use, reproduce and disseminate materials and publications (e.g. research) produced in whole or in part as a result of the grant for any purpose. You will ensure relevant third party permissions have been obtained to enable us to use, reproduce and disseminate such materials.
- If you did not inform us that you intended to sell or license for value the publications and or materials produced as a result of the grant in your original grant application then you can only do so with our written permission. If we grant permission for you to sell or license for value such materials or publications, unless you agree with us otherwise, you will pay us a proportion of any net profits equal to the proportion of funding we provided to produce the materials and or publications.
- You will endeavour to make all materials funded by the grant as accessible as possible to the public.
- If your grant includes salary costs, our funding cannot be released until an appointment to the funded post has been madeand you have informed us that this has happened. You will need to tell us where the post was advertised, who was appointed, the number of hours they will be working, and their start date.
- We expect you to advertise all new and/or vacant posts funded by us. If this is not possible, please contact your Grants Manager.
- If your grant is towards an existing post, which is not vacant, please tell us the name of the current post holder, when they were appointed and the date from which the Trust’s grant will be used to fund the post.
- If the post we are funding becomes vacant at any point or the post holder is on long-term sick leave or on maternity leave, you need to inform us immediately. You will need to tell us what arrangements you are making to cover the post and if applicable your timetable for recruitment. If you are not using temporary cover you will need to stop claiming your requests for payment until the post is no longer vacant or the post holder has returned to work.
- You must comply with all relevant employment legislation and provide appropriate staff/volunteer supervision and support.
- We will not fund posts which are paid below the current London Living Wage and we would encourage you to become a Living Wage Employer. Details of this can be found at: www.livingwage.org.uk. If you need help with this please contact us.
- We would not expect organisations we fund to offer unpaid internships which last longer than 4 weeks.
- We will not pay redundancy for any employee whose employment is terminated because funding has run out.
- We expect you to work within an equal opportunities framework in relation to your staff, volunteers, trustees and beneficiaries.
Securing additional funds
- If you require match funding to deliver the work for which we have awarded a grant, you must secure this and inform us before you can claim our grant.If this is proving difficult within our one-year timescale of claiming the grant, please discuss this with us.
- If, during the process of making this application, or while this grant is current, your organisation is successful in securing funds for the same or related purpose either in whole or in part from another funder, we must be informed immediately.
- Please inform us in writing of any major changes to your organisation; this may include impending mergers, financial difficulties, significant loss of funding, significant changes in staffing, fraud, and/or Charity Commission/other regulatory matters (including but not limited to "serious incidents" as described in the Charity Commission's guidance on reporting serious incidents).
- If you change your address, please inform us in writing, providing details of your new address on your organisation’s headed notepaper.
- If you need to change the names of signatories who are authorised to claim your grant, you will need to write to us providing details of the changes and a specimen signatory for the new person. The letter needs to be signed by one of the current signatories. If this is not possible, i.e. if both signatories have left, please let us know and we will supply you with a ‘change of signatory form’, which will need to be signed by your Chair, Secretary or Treasurer, with your organisation’s Board minutes verifying their position.
- Your organisation must comply with all relevant legislation, including Health and Safety, and if working with children and/or vulnerable adults, you must have appropriate safeguarding policies and procedures in place.
- All organisations must comply with the Charity Commission’s guidance on campaigning (CC9).
- You must inform us immediately if your organisation has made, or been the subject of, a Serious Incident Report to the Charity Commission.
- You must provide promptly us with any information we request in order to meet our own legal and regulatory obligations, including any information we require to maintain accurate and up-to-date records of our beneficiaries.
Data Protection. In connection with our relationship with you (for example in our processing of a grant application, and/or your reporting to us on grant-funded work), we may process personal data relating to your staff and/or other individuals involved in the grant application and/or your work. Please see our Privacy Notice for further details; and please provide a copy of it to all such staff.