Managing your grant


If your application is successful, you will be sent an award letter and a grant acceptance form. You will then be required to manage your grant for its duration.

When you receive your award letter

Please make sure we receive your completed and signed Grant Acceptance Form within one month of the dated award letter.

Is this your first grant from the BHF? You will receive a BHF research grant welcome pack. This details all the support and opportunities available to you as a BHF-funded researcher.

Claims for expenditure

Invoices must be submitted quarterly, in arrears claiming for actual expenditure against the award. Include the following information:

  • The grant reference number
  • The name of the Principal Investigator
  • A name and contact details for queries
  • The claim period
  • Itemised expenditure under the correct budget heading (eg. salaries, expenses, equipment)
    • Salaries – awarded post number, staff name, period if different from claim period, grade, basic salary, NI, SA, LA if applicable
    • Expenses – itemised against the breakdown of award
    • Equipment – awarded item number to which it relates. Include the relevant supplier’s invoice. This needs to be countersigned by the Principal Investigator.

Queries must be responded to within 2 weeks to avoid delayed or non payment. A final invoice must be submitted within 6 months of the grant end date. The grant will be closed and no reimbursement will be made against invoices submitted after this date.

Part time working

We are prepared to support part time working on most of our personal awards. For more information - read our Flexible working policies.

Maternity/paternity/adoption/parental leave

All BHF Fellows are entitled to take maternity, paternity, adoption or parental leave in accordance with the university’s terms of employment.

Flexible working information.

Clinical studies

It is BHF policy that a Trial Steering Committee should be set up for all multicentre clinical trials.

In addition, for most clinical trials, a Data Monitoring Committee should be established to report to the Trial Steering Committee and to BHF.

Does your funded clinical study require support from the National Institute for Health Research Clinical Research Network (NIHR CRN), or its equivalents in the devolved nations? 

If so, you must register your clinical study on the UKCRN portfolio and upload recruitment data onto the portfolio database regularly.

Please read Registering with the UKCRN portfolio for more information.

Claiming travel funds for conferences

Would you like to claim a travel fund? Your university must submit a Travel Fund Claim Form within 6 months of attending the scientific meeting.

Extensions to fellowships

Is your fellowship any of the following below? If so, it maybe possible to extend it. 

  • Intermediate Basic Science Research
  • Intermediate Clinical Research
  • Career Re-Entry Research

 Read how you can extend your fellowship.

Reporting progress

We don't usually require an Annual Report.

Have you been awarded a:

  • Clinical Study grant or
  • any grant providing funding for a clinical study that requires recruitment and follow up of patients. Rather than analysis of tissue samples only.

If so, you must submit an Annual Report.

For all awards. We require a Final Report on the outcome of your research project within 3 months of the grant end date.

If a final report is not submitted. The grant will be closed with the final invoice unpaid. The Principal Investigator is also unlikely to receive further grant funding from the BHF.

Five year grants will usually also be subject to a mid term review and occasionally we may request a progress report.

Translational Awards are also subject to milestone reports.  

You can find the relevant forms in Reporting progress.

Research evaluation

We monitor the outcomes of the research we fund on a regular basis.

As a Condition of Grant - all grant holders will need to submit outcome data. You can use Researchfish, our research evaluation system to do this.

The exceptions to this are: BHF Chairs, Infrastructure Grants, Strategic Initiatives and BHF Centres of Research Excellence or Centres of Regenerative Medicine. 

Publishing your research

We are committed to unrestricted access by the wider community to published research. All grant holders must comply with our Open Access Policy.

Would you like advice on how you can share your exciting results with our supporters? Learn how you can communicate your research.