External funding guidelines

Last changed: 17 April 2024
Riktlinjer

These guidelines aim to contribute to the reduction of financial and legal problems arising in projects that are externally funded. The guidelines 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 are based on the vice-chancellor's delegation of authority, according to the third statement in section 22.2 it is the responsibility of the head of department "to apply for grants and assignments and sign contracts as per the guidelines for external funding as decided by the vice-chancellor".

External funding support - overview Pdf to download and pin-up!

Application / tender

1. The project leader is 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 financial administrator, make an application budget in SLU´s project calculator.

2. The project leader is 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, see SLU's Policy for intellectual property rights (pdf),
  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. The head of department is to:

a. 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.

b. Approve the project calculator (see 1b above) and sign the application/tender following their own assessment, providing the funding body doesn´t have other rules.

c. Ensure that the application/tender submitted and project calculator (see 1b above) are registered in SLU´s documentation system without delay.

Contract proposal / contract

4. The project leader is 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 financial administrator, make a contract budget in SLU´s project calculator.

5. The project leader is 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 intellectual property rights (pdf).

6. The head of department is 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. Approve the project calculator (see 4b above) and sign the contract, following their own assessment, providing funding body does not have other rules.
  4. Ensure that signed contract and project calculator (see 4b above) are registered in SLU's documentation system without delay.