How do I apply for ethical approval?

If you need ethical approval for your project please inform your LPM and speak to your mentor/supervisor for advice. The university policy on ethical approval can be found here.

 

What is my budget for my secondment?

As part of your two-year fellowship, you have the following budget:

• Research Activity Budget - £4,000
• Mobility Budget for secondments - £3,000
• The IAS also give each EUTOPIA SIF fellow an additional £2,500 to top up your budget.

This means you have a total budget of £9,500 for the two years.

 

What is the annual salary?

You will start at FA6 (31) and will increase a spine point on the anniversary of your start date. The current salary scales can be found here.

 

What happens if I’m close to my budget and I need to request additional funding for a conference?

If you are nearing your budget limit and, for example, you want to attend a conference, please email your LPM (Katie) to request the additional amount needed, along with a justification for how this will benefit your career development. We want to support you in the best way possible.

 

How do I buy consumables for my project?

You will be able to buy consumables for your project on OpeRA. We will set you up OPeRA access at the start of your fellowship.

 

How should I book travel?

It is advised you book all travel and accommodation through KeyTravel where possible. Please refer to the EUTOPIA-SIF Travel SOP when booking travel. This SOP will apply to travel associated with conferences, research visits and secondments.

What do I do about Secondment Accommodation?

You should email KeyTravel about longer-term accommodation options. If KeyTravel cannot provide suitable accommodation for extended periods, please refer to the One-Off Accommodation SOP. This process can be lengthy, taking a couple of months to complete due to the required Health and Safety and Financial Regulation sign-offs, so allow enough time for this.

Do I need to complete a Risk Assessment for my travel?

Please make sure to follow the university's Business Travel Processes and Procedures and check the specific requirements for your travel, whether it's within the UK or overseas. For any overseas travel, you need to fill out the IAS Travel Declaration formLink opens in a new window. Risk assessments are now only necessary if you are visiting an AMBER country or conducting fieldwork. Please refer to the Business Travel Processes and Procedures for more information.

Do I need to get Export Control clearance before I travel?

All Warwick staff and students are required to have Export Control approval to travel abroad. Please check the Export Control websiteLink opens in a new window for more information.

How do I claim back my travel expenses?

You can claim back any travel expenses, that are in line with the University’s financial regulationsLink opens in a new window for travel. If you are travelling on University business away from your normal place of work, you may claim for the cost of your lunch and evening meals (up to a maximum of £15 and £30 respectively) whilst on that business.

This only applies to meals both bought and consumed whilst travelling; you cannot claim for food purchased for later consumption at home or for snacks purchased during the day, even if your expenditure is within the above limits.

What is included in my Relocation Package and how do I claim it back?

As part of your relocation to Warwick, you are entitled to a relocation package. For moves within the UK, you will receive £1,700, and for international relocations, the package covers relocation, visa, and IHS fees up to £7,700. Please see the Relocation pageLink opens in a new window to see what costs are included in your package.

All claims for relocation assistance must be supported by receipts. Employees are expected to meet costs in the first instance and provide either a paid invoice, completion statement or receipt for all costs, except for mileage claims when the relevant postcodes should be given.

If I book my travel, can I claim it back?

Where possible, it is still strongly recommended that Key Travel is used for European bookings irrespective of the value, due to the additional support provided by Key should disruption occur during the tripIf you book your own travel, you need to ensure it aligns with the University’s financial regulationsLink opens in a new window. Travel and accommodation can be booked for European countries with a combined total value of under £1,000 without having to be arranged through Key Travel. However, it is still recommended that all bookings be made through Key Travel.

What do I need to do for my secondment?

When you know when your internal or external secondment will be please complete the EUTOPIA SIF Secondments form. This will need to be completed at least 2 months before your planned secondment. You will also need to organise travel and accommodation; please note we need a signed secondment agreement before we book travel. Also please ensure you complete all necessary risk assessments.

 

What information do I need to provide for my secondment agreements?

All the information you need to provide is on the EUTOPIA SIF Secondments form.

 

Do I need any risk assessments for my secondment? Please check the university's Business Travel Processes and Procedures and check the specific requirements for your secondment, whether it's within the UK or overseas. Risk assessments are only necessary if you are visiting an AMBER country. If you plan on conducting fieldwork, you will need to complete a fieldwork risk assessment.