Finance

Research Grants Retention Periods

Some funders have particular requirements for retaining financial documents related to claims.

These should be detailed in the grant terms and conditions, and are summarised for the main funders below.

In the absence of specific retention conditions, all documents related to grant expenditure should be retained in line with the University’s Data Retention Period. See guidance here. Documents that require to be held for retention periods that differ from the University's retention periods will need to be held locally, unless they have been electroncially scanned to the corporate finance system.  

 

Funder
Retention Period
The Arts & Humanities Research Council (AHRC) Research Councils UK T&Cs (6 years after the submission date of the final expenditure statement)
Arthritis Research UK Not less than 10 years after the end of the period of the award
Biotechnology and Biological Sciences Research Council (BBSRC) Not specified
Bloodwise Not specified
Breast Cancer Now Not specified
The British Academy (BA) Not specified
British Heart Foundation Not specified
Cancer Research UK Not specified
The Carnegie Trust for Universities of Scotland Not specified
Economic and Social Research Council (ESRC) Not specified
Engineering and Physical Sciences Research Council (EPSRC) Research Councils UK T&Cs (6 years)
European Commission 5 years from date of final payment (3 years from date of final payment for grants <60k EUR); original documents (digital and digitised documents are considered original)
Leverhulme Trust  Not specified
Medical Research Council (MRC) Not specified
National Centre for the Replacement Refinement and Reduction of Animals in Research (NC3R) Not specified
Natural Environment Research Council (NERC) Research Councils UK T&Cs (6 years)
Parkinson’s UK Not specified
Research Councils UK => UKRI  
The Royal Society Not specified
Science & Technology Facilities Council (STFC) Research Councils UK T&Cs (6 years)
The Wellcome Trust Until release of final 10% payment (clause 5.7)
UKRI All accounting information relating to the grant must be kept for 6 years after the submission date of the final expenditure statement.