Welcome to the partner contribution information section. As part of our compliance requirements from funding bodies, Project partners via the Swansea Project Manager/ Principal investigator are required to confirm that the project partners have committed to any match funding and give assurance how they’ve arrived at the real value of their contribution.
These contributions/costs must be reasonable and justifiable.
It is the PM/PI’s responsibility to communicate the following guidance to any partner that is providing direct contribution and/or in-kind match and ask them to evidence this by supplying a letter of support using this template.
Download our Letter of Support template
The letter can provide assurance in one of two ways:
- (A) Market Value Statement: The partner confirms in writing that ‘the contribution is reasonable and justifiable and in accordance with industry standards and/or organisation policy’ (mandatory)
- (B) Calculation (£) Methodology: The partners provide a breakdown of the methodology used to arrive at the figures for the match evidencing real market value. (optional/preferred)
The letter can be created in 6 easy steps:
(1) Download our Letter of Support template.
(2) Amend it according to best practice e.g., as set out by UKRI requirements
(3) Ensure the letter includes the following elements:
- (A) What the contribution is
- (B) Value/Quantity of contribution
- (C) How the contribution was valued
- (D) Must include the market value statement above confirming that 'we confirm the contribution is reasonable and justifiable and in line with industry standards and/or organisation policy' and/or provide a clear calculation methodology evidencing real market value.
(4) Please ensure the organisation's letter is on their headed paper and has a date no more than 6 months before submission.
(5) Have the organisation send the tailored letter that includes the four elements above (a through d) back to you as PI, in readiness for submission to funder.
(6) Please as PM/PI proofead before submitting on the grant portal in application as required by the funder.
Failure to comply with this process could result in reputational risk and funding limitation to the University as part of the requirements by both funding bodies and reporting to HESA.
Thank you for your cooperation and compliance with this process.
Glossary of Terms
Definitions of in-kind match:
Match funding can come in two forms: direct as ‘cash’ or as ‘in kind’ contributions. In-kind match funding is where an external organisation or individual provides a contribution, service or product in partnership with SU, but the actual cost of the service does not appear in SU’s accounts.
Some examples of in-kind match funding include:
- Time spent by the partner’s staff while they work on the project where the partner meets the total cost of their staff;
- Relevant equipment bought at cost by the project partner and offered for use by the project (where there is a direct link with the objectives of the project) or operation and the use of the owned equipment.
- Actual rent costs for premises used by or on behalf of the project and payable by the partner/match funder; and
- Relevant administration costs undertaken by the partner or third party with a direct link to supported activity delivery, etc.
Letter of Support:
Important note: Project partner contributions whether in cash or in kind, must confirm that the contribution is in accordance with industry standards and/or organisation policy or ideally provide a breakdown of the methodology used to arrive at the figures for the match. A value must be put on in-kind contributions.
