External funding guidelines

Last changed: 20 June 2019

These guidelines aim to prevent financial and legal problems arising in projects that are externally funded. The guidelines were approved by the vice-chancellor on 25/05/2015. They apply to grant applications and commission tenders and to the contract proposals and contracts these applications and tenders result in. It is the head of department (or equivalent) who is responsible for creating and maintaining procedures for the application of these guidelines.

The guidelines have a point of departure in The vice-chancellor's delegation of authority (the last to-clause under section 21.2).

Application / tender

1. Primary applicants are to, as soon as possible prior to the final date for applications:

  1. Inform the head of department about the planned application/tender.
  2. With support of a department economist, make a budget in SLU´s project calculator.

2. Primary applicants are recommended to, as soon as possible prior to the final date for applications, register the application for review to externalfunding@slu.se. This applies when the application/tender meets at least one of the following requirements:

  1. involves subcontract with a party outside of SLU,
  2. involves intellectual property rights to a significant extent,
  3. is a tender that comprises more than SEK 2 million coming to SLU,
  4. is an application where the amount applied for to SLU is over SEK 20 million,
  5. involves a US counterparty, US funding, or other clear US interests.

3. Heads of department are to:

  1. As early as possible prior to the final date for applications decide whether the application/tender has the prerequisites to become a fully funded project. Separate guidelines for co-funding.
  2. Sign the application/tender following their own assessment, providing the funding body doesn´t have other rules.
  3. Ensure that the application/tender submitted and budget are entered into the journal without delay.

Contract proposal / contract

4. Primary applicants are to, as soon as possible prior to the contract proposal being signed:

  1. Inform the head of department that external funding has been granted.
  2. With the support of a department economist, make a new budget in SLU´s project calculator.

5. Primary applicants are recommended to, as early as possible prior to the contract proposal being signed, register the contract for review to externalfunding@slu.se. This applies when the contract proposal meets at least one of the following requirements:

  1. contains subcontract with a party outside of SLU (e.g. EU consortium agreements),
  2. contains intelectual property rights to a significant extent, see SLU´s Policy for intelectual property rights (pdf).

6. Heads of department are to (6a & 6b as soon as possible prior to the contract proposal being signed):

  1. Register the application for review to externalfunding@slu.se. This applies when the application/tender meets at least one of the following requirements:
    i. is a proposal for a commission contract with more than SEK 2 million coming to SLU,
    ii. is a proposal for a grant contract with more than SEK 20 million coming to SLU,
    iii. contains a US counterparty, US funding or other clear US interests.
  2. Make a decision regarding co-funding when necessary.
  3. Sign the contract, following their own assessment, providing funding body does not have other rules.
  4. Ensure that signed contract and new budget are entered into the journal without delay.
Page editor: frank.sterner@slu.se