How to claim funds with an organisation spend report

Grants only appear in the organisation spend report if:

• the award letter says funds will be paid quarterly and in arrears using the organisation spend report
• the grant is active (the grant has been accepted and the grant acceptance record has been approved by Wellcome)
• the grant started during or before the reporting period and hasn’t ended in this reporting period (if it has, the organisation will be asked to complete a final expenditure report)
• the grant hasn’t been paid up to 90% retention

The organisation approver or spend reporter in your organisation’s workspace on the Wellcome Funding platform can complete and submit the organisation spend report online. Existing administrators in your organisation's account can add new team members to the account.

You need to provide information about the amounts spent on each grant, and include comments where requested to support your claim. For example, you need to include information if there is an unusually high or low spend for the period.

You must only include spend for the three-month spend report period being claimed for. If there is no spend on a grant before the organisation spend report deadline, submit the report and include a comment to let us know. Include any spend in the next quarter and use the comments field to tell us.

The reporting periods are:

• January-March
• April-June
• July-September
• October-December

Some information about your organisation’s grants will have been automatically added to the organisation spend report. If you have any questions about the data that has been automatically added to your report, contact grantpayments@wellcome.org.

If you are providing spend information for 10 or fewer grants

You need to complete your claim form online on the Wellcome Funding platform.

If you are providing spend information for 11 or more grants

You need to download your organisation spend report form and upload it again when you’ve completed it.

When completing the report this way:

• do not edit the pre-filled information  
• add spend amounts to the ‘Spend This Period’ column  
• add explanations in the ‘Your Comments’ column if the spend for this period is nothing, blank, negative or the same as last time  
• do not include any sensitive personal information, for example someone’s health issues  
• do not use any formatting in your comments, for example bold text or line breaks  
• you can use decimal points but you must not use commas or special characters

You won’t be able to submit the report if it is not completed correctly, for example if you make edits to information that has been automatically added.

Watch the video from 4 minutes 35 to see how to fill out the organisation spend report.

We will review your report and any explanations you have provided to support it before making payments. To avoid delays in receiving your payment, make sure you give a clear explanation to support your claim when required.

Non-payment or part-payment of grant funds

If the grant has reached the retention amount, we may not pay – or we may only partly pay – the grant funds.

We pay up to 90% of the grant funds but won’t release the outstanding 10% until we receive a completed final expenditure report on the Wellcome Funding platform, in line with our standard grant conditions.

If you have any questions about grant payment arrangements for your organisation, email grantpayments@wellcome.org.