Research Training Support Grant

This information is specific to non-ESRC students whose scholarship includes a Research Training Support Grant (RTSG) or similar, as stated in their award Terms and Conditions. Please check your Terms and Conditions. Note that if you have an RTSG clause, you may be eligible to also apply for the School's PGR Research Support Fund.

Before incurring expenditure

The Request for Funding form must be submitted to the Postgraduate Research (PGR) Support Team before incurring any expenditure. For examples of use, please find guidance on similar funding here.

How to claim

The student should complete part A, and forward to the supervisor to complete part B.

If applicable you must ensure your Ethics submission is up to date and approved. If your funding request includes any data collection or participants the PGR Support Team may require to see your approved Ethics submission or confirmation from your supervisor.

On completion of part B, your supervisor should send the form by email to the PGR Support Team - pgresearch.sps@ed.ac.uk.

Students may only claim against your remaining funds, taking into account any pending claims. If insufficient funds remain to cover the entire requested expenditure, you will need to meet the rest of the cost yourself.

The Director of PGR Programmes and your funding body may be consulted in assessing the request for funding.

Please note we cannot fund or recommend using Airbnb accommodation.

Outcome of claim

Applicants will be notified of the outcome by the PGR Support Team by email. You should expect to hear within 3 weeks of the original application.

If, after making a Request for Funding, students do not incur the expenditure, the PGR Support Team should be informed.

When the PGR Support Team calculate funds remaining, all Requests for Funding are taken into account, including those where no expenditure has (yet) been incurred.

Students will be expected to pay up-front for costs, and then reclaim up to the amount approved after the expenditure has occurred, with the below exceptions of third party suppliers or third party travel expenses.

Students are responsible for making their own travel and accommodation arrangements, and any insurance which they may require.

Usage of Funds

Paying Participants Vouchers or Third Party Travel Expenses

We are unable to pay what are commonly referred to as "honorariums". The only way the university can make payments is to suppliers (through procurement processes) or to employees/PhD students (through payroll).

The alternative options are:

Travel expenses claimed through the usual external expenses process via the Non-Staff/Student Expenses form
Small sums given as vouchers to acknowledge time. Please refer to the guidance on vouchers. If you cannot access this page please ask you supervisor to assist you with reviewing

You are normally recommended to pick one of these options, on a value for money basis, but possibly there may be an argument for both in some situations (or if the funder has agreed to both). Students will be expected to pay up-front for costs for vouchers.

Using Suppliers

If you plan to use any suppliers, eg, catering, assistants or guides, all bookings with suppliers must be with approved suppliers who can invoice the School directly. All invoices must be preceded by a Purchase Order created by the Business Support team via the PGR Support team. Please send any quotes/invoices to the PGR Support team (pgresearch.sps@ed.ac.uk), ensuring to confirm if the supplier is VAT registered, so we can check if they are a registered supplier. Invoices with no Purchase Order will not be paid.

Travel, Risk Assessment, and Insurance

Travel outside of Edinburgh for fieldwork purposes requires submission of the Travel Plan and Risk Assessment (RA1) form to the Director of PGR Programmes (sps.dpgr@ed.ac.uk) and copied to the PGR Support team (pgresearch.sps@ed.ac.uk) at least two weeks prior to the date of travel. This must be sent from your University email address and must be approved before you depart. You do not need to also complete Fieldwork Assessment Form FA1. The risk assessment should be submitted regardless of whether your funding application is approved.

We recommend you use the University's free travel insurance where applicable.

Please note: We are only able to fund through reimbursement of receipts (with the exception of Diversity Travel bookings). For more information regarding expenses, please see the University of Edinburgh expenses policy. Please apply for funding in advance of any purchases.

Any requests requiring travel will need to be accompanied by a Travel Risk Assessment. Travel must align with the University of Edinburgh Sustainable Travel Policy. (Newly updated in September 2024 to allow exemptions to allow bookings through companies other than Diversity, check policy for details). PhD students can register as a travel booker with Diversity Travel. Travel booked through Diversity Travel will be invoiced directly to the University. However, where cost of travel is more than the funded amount, you will need to reimburse the university for the difference. Risk Assessments must be submitted for approval at least 2 weeks prior to travel. Always await risk assessment approval before you travel.

After incurring expenditure

A Student/Non-Staff Expenses Claim Form must be completed after incurring the expenditure, and submitted to the PGR Support Team (pgresearch.sps@ed.ac.uk). Please ensure you include the approved Request for Funding form with your claim.

Proof of receipt

Receipts or other proof of expenditure must be provided, regardless of the price of items.

Invoices, aeroplane tickets and other tickets that do not include the amount and the student’s name are not acceptable. Email confirmations, print-outs of bank statements (confidential information may be blanked out), and receipts are all acceptable.

Receiving expenses

If the Expense Claim Form is completed with your bank details, a BACS payment will be made.

Please note that payments are not made by the PGR Support Team but by the University's Accounts Payable department.

You should expect to receive expenses payments 4-6 weeks after submitting the Expenses Claim Form.

Students who attended a conference must also submit a Post-Conference Report Form – expenses will not be reimbursed until this is received.