Manage a large grant

Congratulations on being awarded a grant! After approving your grant, we will issue a grant letter including terms & conditions which lays out expectations for the grant, how it will be managed, and the reporting requirements.

Drawdown funds from an approved grant

We like to see grants implemented as rapidly as possible, so a smooth drawdown of funds matters.

The process for claiming disbursements against an awarded Grant includes several options:

  • The Trust pays for goods, services, or a post and then re-charges King's College Hospital Charity.
  • King's College Hospital Charity procures goods and services directly.

We've streamlined forms so that you no longer have to justify the spend if this claim goes against a grant already awarded.

To drawdown funds from your approved Grant, please ensure you have your Grant Reference issued to you in the Grant Letter and the Fund Name and Number.

You can access the form to drawdown funds from an approved Grant here.

Applications must be supported and authorised by the Fund Advisor. The individuals will be emailed a copy of the application form and asked to confirm their authorisation through an online process. Please ensure you provide accurate details, and you may like to inform them about this process as we will not be able to process your application without these authorisations.

Select “Drawdown Funds from Charity approved Grant” on page 3 of the application form and enter Designated Fund Name and Number and your Grant Reference where applicable.

Grant terms and conditions

Grants over £5k will each have their own bespoke Grant Letter, reflecting the grant application, the terms of any funding sourced by King's College Hospital Charity, and reporting requirements. Before you accept your Grant, it’s essential to understand our Grant Conditions to ensure you have the right information you need to manage your Grant and meet the requirements you’ll need to follow.

You agree to abide by our Terms and Conditions by accepting the Grant. This represents a legally binding agreement between King’s College Hospital Charity as your funder and you and King’s College Hospital NHS Foundation Trust or King’s College London as the grantee.

The Terms and Conditions set out all the information you'll need to manage your Grant successfully, as well as all the things we'll need you to do as a condition of our funding.

Always check your Grant Letter - there may be additional grant conditions specific to your Grant.

While the Terms and Conditions are bespoke to you and our outlined in your Grant Letter, you should also read the Terms and Conditions that apply to all of our Grants here.

If you have any queries, as always, please get in touch with [email protected]

Notifying us of changes

Changes happen, and not all projects will go exactly to plan. But it’s important that you keep us in the loop so we can continue to support you with your Grant.

You must let us know if:

  • You need to change the details of your Grant: your budget, the length of your project, or what you might be using the Grant for.
  • You do anything that goes against the terms and conditions of your Grant.
  • You are leaving the Trust and/or handing the Grant over to someone else.

We’ll be happy to consider your request. Please complete the Grant Change Request form here, giving a brief update on your progress and spending to date and change details.

Please get in touch with us for further guidance if you need to change your project substantially. Your grant has been awarded so you can carry out the project as described in your application.

We understand that sometimes small things need to change, and we can be flexible so you can improve your project’s delivery based on new learning or information. However, we're unlikely to approve requests that are significantly different from the original application and change the project's objectives.