Nottingham Hospitals Charity - Terms and Conditions of Charitable Grants
1. Grant Amount
Grants are awarded at the amount stated in the offer letter.
2. Use of Funds
By accepting the offer grantees confirm that they are responsible for ensuring the following:
o Grants are to be used only for the project described in the application and for the agreed costs.
o Any unused funds are not to be used for any other purpose.
o Any unused funds must be returned to the Charity.
o No additional funds will be provided if the project exceeds the approved amount.
3. Accessing the Grant
Grants must be accessed within six months of the offer letter. If this does not happen, the Trustees reserve the right to withdraw the funding.
If delays occur, the applicant must provide:
o An explanation of the delay
o Updated delivery timescales
o A request for an extension, if required
If applicable, the Charity will request progress reports. Failure to provide them can result in the grant being withdrawn.
4. Salary Costs
Grants may be used fully or partly for salary costs associated with the project. Staff funded by the grant remain employees of the recipient organisation.
The grant covers:
Pension contributions are included only if requested in the application. All other staff related costs (e.g., sick pay, maternity pay, cover, redundancy) must be paid by the employer.
Any changes to salary arrangements must be reported to the Charity as soon as they are known.
5. Equipment Costs
The recipient organisation is responsible for all ongoing and operating costs of equipment after the grant ends.
Equipment purchased with Charity funds is owned, operated, and maintained by the recipient organisation at its own expense.
Disposal or transfer of equipment purchased with Charity funds requires approval from the Charity.
6. Reporting Requirements
If applicable, grantees must submit a completion or impact report.
Independent verification for audit purposes may be required for grants above £100,000.
Failure to provide timely and comprehensive reports when requested may affect future applications or final payments.
Any change in lead contact must be reported to NUHC immediately, along with the new contact’s details.
7. Acknowledging the Charity
It is the responsibility of the grantee to ensure that the Charity is recognised for its funding contribution to the project in all publicity, including digital media.
The Charity’s Fundraising or Communications teams may contact the grantee to arrange recognition, such as:
o Mentions in publications or posters
o Branding guidelines will be provided.
If the Charity fund a post, where appropriate the Charity logo must be added to the uniform.
Large capital projects
o may be subject to additional terms and conditions
o must display a Charity banner for the duration of the project.
8. Termination of Grant
The Charity reserves the right to terminate a grant for breach of terms, misuse of funds, or non-compliance.
Written notice will be provided, and costs incurred up to the termination date will be reimbursed.
9. Changes to Terms
The Charity reserves the right to amend these terms and conditions. Any changes will be explained in writing.
10. Reclaiming Funds
The Charity reserves the right to withdraw or reclaim the grant if the project is completed but not invoiced or charged within two years of completion (or an alternative timeframe agreed in writing).
11. Compliance
Compliance with UK charity law, NHS governance, anti-fraud, anti-bribery, safeguarding, and GDPR regulations is mandatory.
Conflicts of interest must be declared in writing.
Applicant’s Declaration. By submitting this application, I confirm that: