Guidance on using electronic submission systems for grant applications

A variety of electronic submission systems are used by research funders, including Je-S, e-GAP2, eGrants, eGMS, CC Grant Tracker and the EU Research Participant Portal. Step-by-step guides are available for each.

Je-S

The UK Research Councils use an online system called Je-S (Joint Electronic Submission) for

  • Creating grant proposals
  • Peer reviewing proposals
  • Submitting reports for on-going grants

Registration

The registration process requires some basic information and only takes a few minutes. After registering, we will confirm that you are eligible to have an account, after which you will receive two emails from the Je-S help desk containing your username and password.

Submission Path

JeS submission process

The submission path is described below:

  1. The costs are calculated and approved using the Costing & Awards Tool.
  2. The PI completes and submits application for departmental approval. A notification email is sent to the departmental approval pool. You can view the list of approvers by selecting 'View Submission Path' under the Document Management heading.
  3. The department approves the application: one of the departmental approvers must assign the application to themself. They are then responsible for reviewing the application and submitting it for University approval. The PI and Research Services will both receive a confirmation email.
  4. Research Services approves the application on behalf of the University. We will reconcile the costs on the application against the Costing & Awards Tool; obtain an authorised signature; and submit the application. Both the PI and the departmental approver will receive an email confirmation. For applications under £1m, please allow two working days before the deadline and applications over £1m, please allow four working days.

Justification of Resources

The Research Councils require all applicants to complete a Justification of Resources (up to 2 pages), which is used to fully justify the resources that are required to undertake a research project. Failure to fully justify costs may result in councils reducing/not funding certain costs. Applicants should:

  • Explain why the indicated resources are needed, taking account of the nature and complexity of the research proposed. Note that it is not sufficient merely to list what is required.
  • Have regard for the breakdown of resources into the summary fund headings Directly Incurred, Directly Allocated and (where appropriate) Exceptions.
  • In some cases, such as investigator time, use of internal facilities and shared staff costs (all likely to be Directly Allocated costs), the basis of the costing need not be justified, but the need for the resources does need justification.
  • Try to be explicit about the need for the level of investigator time sought, bearing in mind the complexity of the research, the need to manage the project and supervise staff and any wider considerations such as collaboration or facilities usage.
  • Estates and indirect costs do not need to be justified.

A basic template guide and an example of a completed Justification of Resources are available.

Further information on detailed costs

FAQs

If your question is not here, or if you require further information, please call the help desk on 21450.

Q: I am a new member of staff at the University. How do I register for Je-S?

Go to the Je-S website and click on 'create account' link. Enter your personal details and confirm acceptance of the terms and conditions. Once R&IS has confirmed your details, you will receive two emails from the Je-S helpdesk. One email will contain your username and the second your password.

Q: When I click 'Validate Document', I get automated messages of 'warning' and 'error'. Are these important and what do I do?

There are two types of automatic messages – warning messages and error messages. Warning messages merely identify that some parts of the form have been left blank. If you do not need/want to complete these sections, then you can ignore these messages. However, error messages cannot be ignored and indicate that a mandatory section is incomplete. You need to click on the appropriate link within the message box, which will automatically return you to the appropriate section(s). Once you have completed the required information the warning message will disappear.

Q: What should I use in the 'Your reference' field?

You should always use your 6-digit costing number. Please note that we will not submit any Je-S applications that have not been fully authorised in the Costing & Awards Tool.

Q: I've applied for funding before, can I 'recycle' my earlier application in Je-S as a template for this new application?

Yes. After selecting 'Add New Document', click on 'Copy an Existing Proposal' and follow the instructions. Note, however, that the costs WILL have changed and a new costing record will need to be created (see above).

Q: I want to add an 'Unnamed' staff resource, but can't see what to do in the 'Edit Staff' page?

You need to click on 'Add New' (whichever category of staff) and then type in the 'Post Identifier' field an appropriate description for the staff post, i.e. Researcher 1.

Q: I've noticed that the increment dates in Je-S looks different to the costing report – what should I do?

Je-S assumes the increment date is always the anniversary of the appointment start date. This is incorrect for the University. You can manually overwrite the increment date which should correlate to that on the Costing & Awards Tool report.

Q: If I use the electronic submission forms how do I obtain signatures?

The submission process is outlined above. The application is sent first to your department before reaching R&IS. The department has to click the 'Submit' button in order for us to see/submit the application.

Q: Only one department can approve an application, so how do collaborative departments sign off/get involved in the sign-off process?

Where there is more than one Sheffield department involved in an application, it is the responsibility of the investigators involved to inform their respective Head of Department. Any concerns raised by them should be resolved before submitting the application to the PI’s department.

Q: I have forgotten to include some details in the application, but it has already been submitted to Research Services?

We can make changes once it has been submitted provided that the call deadline has not passed. You should ensure that there is sufficient time for submission process to be repeated in full.

Je-S Handbook

Je-S provide an online handbook that contains all the necessary information for completing an application. If you require any further help please contact the help desk on 21450.

Horizon 2020 Research Participant Portal

The EU Framework Programme (Horizon 2020) uses an online system called the Research Participant Portal. You can get help and support in using this system via the help desk on ext 21450.

Detailed instructions on the use of the Research Participant Portal

Further information is available on pricing a Horizon 2020 grant application

Registration

  • If Sheffield is the Coordinator: the PI will need to create the application on Research Participant Portal by following the instructions in the call page. Once the application has been created the Coordinator can add partners by using their PIC code and add the relevant contact persons.
  • If Sheffield is a partner: the Coordinator will grant access to the Sheffield PI. The PI should then log onto the system and add research.eds@sheffield.ac.uk as a partner contact.

The University's unique identification number (PIC number) is 999976881.

The proposal

There are two main sections to the proposal:

  • Part A predominantly deals with legal and administrative information. This form is the institutional information required by the EC, and it is essential that it is filled in correctly and identically for every application. Useful administrative information about Sheffield legal entities is available below, including the named University authorised signatories for EU projects. The majority of this will be pre-completed in application through the use of the PIC number during registration. The help desk can provide any further assistance with Part A.
  • Part B is the science of the proposal. Detailed guidance will be provided in each individual call document.

The application must not been submitted until institutional authorisation has been given by Research Services via the Costing & Awards Tool or the EU Costing Tool (Marie Curie only).

Useful Information to help complete the Research Participant Portal Application

Institutional information

Institutional Name: The University of Sheffield
PIC number: 999976881
Registered office address: Firth Court, Western Bank, Sheffield, S10 2TN, UK
Registered short name: USFD
VAT Number: GB648238808
Place of registration: Grimsby, 01/11/1999

First Signatory and

Name: Deborah Lodge
Job Title: Director of Research Services
Address: Research Services, New Spring House, 231 Glossop Road, Sheffield, S10 2GW, UK
Telephone number: +44 114 222 1449
Fax number: +44 114 222 1452
Email address: research.eds@sheffield.ac.uk
Web: www.sheffield.ac.uk

Second Signatory

Name:
Job Title:
Address: Research Services, New Spring House, 231 Glossop Road, Sheffield, S10 2GW, UK
Telephone number: +44 114 222 1450
Fax number: +44 114 222 1452
Email address: research.eds@sheffield.ac.uk
Web: www.sheffield.ac.uk

Financial Signatories (Post Award)

Faculty of Engineering: Joanne Brown (rf-engineering@sheffield.ac.uk)

Faculty of Social Sciences: Anya Rayner (rf-socialsciences@sheffield.ac.uk)

Faculty of Science: Rachel Hammond (rf-science@sheffield.ac.uk)

Faculty of Arts and Humanities: Joanne Croft (arts-finance@sheffield.ac.uk)

Faculty of Medicine, Dentistry and Health: Karen Longden (rf-medicine@sheffield.ac.uk)

LEAR

Name: Deborah Lodge
Job Title: Director of Research Services
Address: Research Services, New Spring House, 231 Glossop Road, Sheffield, S10 2GW, UK
Telephone number: +44 114 222 1449
Fax number: +44 114 222 1452
Email address: research.eds@sheffield.ac.uk
Web: www.sheffield.ac.uk

Submission Path

The submission path is described below:

  1. The PI should use the Costing & Awards Tool (or Excel costing tool for Marie Curie projects) and gain Head of Department approval.
  2. The PI completes and submits application. Although the applications do not require University approval as part of the submission process, you must still inform both your Head of Department and Research Services before you submit.

Flexigrant (British Academy, Royal Society and the Academy of Medical Sciences)

The British Academy, the Royal Society and the Academy of Medical Sciences use an online system called Flexigrant for

  • Creating grant proposals
  • Peer reviewing proposals
  • Confirming acceptance of awards/online claims form
  • Submitting final reports for on-going grants

Registration

The registration process requires some basic information and will not take more than a few minutes to complete. Once registered, you will receive an email prompting you to activate your account.

Submission Path

eGAP2 submission process

The submission path is described below:

  1. The costs are calculated and approved using the Costing & Awards Tool.
  2. The PI completes and submits application for Research Services approval. Once submitted an email is sent to us and to nominated referees. Some calls require a Head of Department statement to be added to the application after submission, please check the call guidance.
  3. Research Services approves the application on behalf of the University. We will reconcile the costs on the application against the Costing & Awards Tool record; obtain email confirmation from the Head of Department; obtain an authorised signature; and submit the application. The PI will receive an email confirmation. For applications under £1m, please allow two working days before the deadline and applications over £1m, please allow four working days.

Accepting awards

British Academy, Royal Society and the Academy of Medical Sciences awards are administrated through Flexigrant. The PI will receive an email confirmation of the award and instructions for accepting it via Flexigrant. Please use the six digit project number from the Costing and Awards Tool as the institutional reference. After the PI has confirmed their acceptance on Flexigrant, Research Services will receive an email asking us to accept on behalf of the university. The project will then be handed over to Finance and an award letter issued to the PI.

eGMS (Cancer Research UK)

Cancer Research UK uses an online system called eGMS.

Registration

The registration process requires that you provide some basic information and will not take more than a few minutes to complete. You will receive an email confirmation once registered. However, a CRUK administrator needs to check all new or amended personal details against their existing records. You can still use the eGMS system during this time, but may find that some functionality is restricted until this validation takes place (up to two working days).

Submission Path

eGMS submission process

The submission path is described below:

  1. The costs are calculated and approved using the Costing & Awards Tool.
  2. The PI completes the application and submits it for University approval. Please contact the help desk prior to submission, as no alterations are permitted once it has been submitted. Any incorrect applications will need to be rejected, amended and re-submitted. Once the PI submits the application, an email is sent to Research Services.
  3. Research Services approves the application on behalf of the University. We will reconcile the costs on the application against the Costing & Awards Tool record; obtain email confirmation from the Head of Department; obtain an authorised signature; and submit the application. The PI will receive an email confirmation. For applications under £1m, please allow two working days before the deadline and applications over £1m, please allow four working days.
CC Grant Tracker

Several funders use an online submission system called CC Grant Tracker

Registration

The registration process requires that you provide some basic information and only take a few minutes to complete. Once registered, you will receive an email prompting you to activate your account, and then another containing your login details.

Arthritis Research Campaign

Please not that this system requires that the Head of Department (HOD) submits the application. PIs should ensure that they leave sufficient time for Research Services checks and check the availability of their HoD.

Submission Path

CC Grant Tracker ARC submission process

The submission path is described below:

  1. The costs are calculated and approved using the Costing & Awards Tool.
  2. The PI completes the application and identifies any co-investigators, a Finance Officer (select Deborah McClean) and HOD. Each individual will receive an email asking them to confirm their role on the project. They will need to login into the application and sign the form electronically to agree to their role before any further information can be entered.
  3. The PI submits the application for co-investigator approval. Once this is obtained, the PI submits the application for University approval.
  4. Research Services approves the application on behalf of the University. We will reconcile the costs on the application against the Costing & Awards Tool record; obtain an authorised signature; and submit the application to the HOD. For applications under £1m, please allow two working days before the deadline and applications over £1m, please allow four working days.
  5. The HOD approves and submits the application. The PI, co-investigators, Research Services and the HOD will receive an email confirmation.

Wellcome Trust

The registration process requires some basic information and will not take more than a few minutes to complete. Once registered, you will receive an email prompting you to activate your account.

Submission Path

1. The costs are calculated and approved using the Costing & Awards Tool.
2. The PI completes the application and identifies any co-investigators, delegates and the Authorised Organisation Approver (research.eds@sheffield.ac.uk). Each Co-I, delegate and the Pricing Team will receive an email asking them to confirm their role on the project. They will need to login into the application and sign the form electronically to agree to their role before the application can be submitted for approval.
3. Research Services approves the application on behalf of the University. We will reconcile the costs on the application against the Costing & Awards Tool record; obtain an authorised signature; and submit the application to the Leverhulme Trust. Please allow 3 working days before the deadline for institutional approval.


Leukaemia Research

Leukaemia Research require a hard copy to be printed and signed by the Head of Department (HOD), a University authorised signatory, and the applicant(s) within one week of the online submission.

Submission Path

CC Grant Tracker LRF submission process

The submission path is described below:

  1. The costs are calculated and approved using the Costing & Awards Tool.
  2. The PI completes the application: the PI creates application and identifies any co-investigators, a Finance Officer (select Deborah McClean) and HOD. Each individual will receive an email asking them to confirm their role on the project. They will need to login into the application and sign the form electronically to agree to their role before any further information can be entered.
  3. The PI submits the application for co-investigator approval. Once this is obtained, the PI submits the application for HOD approval.
  4. The HOD approves the application.
  5. Research Services approves the application on behalf of the University. We will reconcile the costs on the application against the Costing & Awards Tool record; obtain an authorised signature; and submit the application. The PI, Co-I and the HoD will receive an email confirmation. For applications under £1m, please allow two working days before the deadline and applications over £1m, please allow four working days.
  6. Paper submission to follow the electronic submission. The Leukaemia Research requires that a hardcopy is printed and signed by the HOD, a University authorised signatory and all the applicants. To obtain the University signature, bring your application to the Pricing Team in New Spring House once all of the other signatures have been obtained. The Pricing team will arrange for the application to be signed and will notify the PI when the application is ready for collection. Send this top copy within one week of submission to 39-40 Eagle Street, Leukaemia & Lymphoma Research, London WC1R 4TH. Please note that if the hardcopy has ‘working copy’ on the cover, then the application was printed prior to full submission and will not have the correct reference number on it.

Leverhulme Trust

Please note that the submission process varies for each call and the call guidance should be checked before submitting an application. 

Submission Path - Research Project Grants

CC Grant Tracker Leverhulme submission process

  1. The costs are calculated and approved using the Costing & Awards Tool.
  2. The PI completes the application and identifies any co-investigators. Each Co-I will receive an email asking them to confirm their role on the project. They will need to login into the application and sign the form electronically to agree to their role before the application can be submitted for approval.
  3. The PI submits the application for co-investigator approval. Once this is obtained, the PI submits the application for University approval.
  4. Research Services approves the application on behalf of the University. We will reconcile the costs on the application against the Costing & Awards Tool record; obtain an authorised signature; and submit the application to the Leverhulme Trust. Please allow 3 working days before the deadline for institutional approval.

Submission Path - Early Career Fellowships

CC Grant Tracker Leverhulme ECR submission process

  1. The costs are calculated and approved using the Costing & Awards Tool.
  2. The PI completes the application and identifies their Head of Department or equivalent approver. The HOD will receive an email asking them to confirm their role on the project. They will need to login into the application and sign the form electronically to agree to their role before the application can be submitted for approval.
  3. The PI submits the application for HOD approval. The HOD will be required to enter a statement and the fellows starting salary, further information is available in the Leverhulme Trust' guidance. Once this is obtained, the HOD submits the application for University approval.
  4. Research Services approves the application on behalf of the University. We will reconcile the costs on the application against the Costing & Awards Tool record; obtain an authorised signature; and submit the application to the Leverhulme Trust. Please allow 3 working days before the deadline for institutional approval.

Who to contact

For advice, guidance and support with any aspect of submitting a grant application, please contact the Pricing Team in Research Services.

Contact the Pricing Team