Research Grant Administration

2ccording to HUS guidelines, all research funded with grants that involves HUS patients and/or uses HUS facilities/resources must be administered by Clinical Research Institute HUCH. This applies to grants awarded by external foundations. Grants awarded by the Academy of Finland or the University are not administered by Clinical Research Institute HUCH.

At the start of the service relationship, the Institute and the researcher draw up an agreement on grant administration. The Institute commits to complying with HUS circulars 22/2000 and 9/2001 in grant bookkeeping and monetary transactions. The Institute is obligated to charge a 10% share of grants to cover general HUS expenses. This share is remitted to the profit unit in which the study is carried out. The Institute charges a 5% service fee for its own grant services.

Grants are awarded to researchers personally, meaning that how a grant should be used is up to the researcher in the limits imposed by the awarding institution. When hiring a research team to carry out a study with a grant, the Institute prepares employment contracts on behalf of the researcher, handles bookkeeping and submits the statutory notifications to the authorities. When a researcher is using a grant awarded to them to hire research project members, the researcher acts as an employer of their team members. Payment transactions related to the researcher’s project are handled by the Institute. The researcher will receive a grant report on project events on a quarterly basis or upon request.

At the beginning of the service relationship, the Grant Coordinator at the Institute must be provided with the following for drafting the agreement between the Institute and the researcher:

• Letter from the foundation awarding the grant to the researcher
• The full name of the study to be carried out with the grant
• The amount of the grant to be administered by the Institute

The service agreement between the Institute and the researcher will be in force for a specified period of time. If the researcher is awarded an additional grant for the same study from the same party, the agreement does not need to be renewed. It is enough that the researcher notifies the Grant Coordinator at the Institute about the grant. The researcher requests the party awarding the grant to transfer it to the Institute’s account. The valid agreement number is used as the reference.

A Grant Coordinator answers questions about grants, such as:

• payment of grant to the research team members
• employment matters
• payment of wages and salaries and remunerations
• purchase invoices accrued in the research project
• balances, reports

Necessary forms: personal data, remuneration calculation, grant and travel invoice forms

Additional information:
Grant Coordinator tel. +358 40 626 4616, ostolaskut.hyksinstituutti (at) hus.fi