PGR Funding Policy

As approved by the Postgraduate Research Subcommittee of Senate. The changes to this policy came into effect on 01 October 2025 and apply to all current PGRs regardless of when their funding started. Decisions made under the previous policy remain unchanged.

This policy outlines the terms and conditions for Postgraduate Research (PGR) students receiving funding. All funded PGR students must comply with University regulations and the specific conditions of their scholarship offer. This includes maintaining enrolment and meeting any relevant visa requirements.

1. Introduction

1.0.1 All funded Postgraduate Research (PGR) students must abide at all times with the University regulations, as set out in the University Calendar.

1.0.2 funding will only be provided when a PGR student has been given and accepted a formal scholarship offer, fulfilled all the conditions of admission and successfully completed registration and enrolment. Continuation of all funding is subject to subsequent re-enrolment in all future academic years.

1.0.3 Funding is subject to PGR students abiding by the terms of this policy for the duration of their funding period and fulfilment of any conditions as set out in their scholarship offer.

UKRI Training Grant Terms and Conditions

1.0.4 Funded PGR students who are sponsored by student visas are expected to always comply with the conditions of their visas. This is in addition to the conditions of their scholarship.

1.0.5 We regularly review our policies and welcome constructive feedback which can be sent by email to doctoralcollege@warwick.ac.uk, or by completing the Contact and Feedback Form.

1.0.6 The intent of this policy is to support funded PGR students while they undertake studies with the University of Warwick, while also meeting funder requirements. However, there may be occasions when the level of service received falls short of that which might reasonably be expected. In these instances, please follow the Student Feedback and Complaints procedure.

2. Funding

See Additional Guidance about Stipend Payments

2.0.1 Doctoral projects must be designed and supervised in such a way that funded PGR students submit their thesis within the prescribed funded period (which may be different to their registration period), as defined at the outset of the project.

2.0.2 The scholarship duration, value and definition of costs covered (e.g. stipend and fee level, any allowable research costs) must be confirmed in writing prior to the start of the scholarship.

2.0.3 Unless explicitly stated in the advertising material, scholarship funding is awarded to commence only at the start of the registration period. It is not usually possible to self-fund for the first year of study then obtain scholarship funding from the second year onwards.

2.0.4 If the funded PGR student is successful in obtaining funding from any alternative source (including employment), they must disclose this to the University immediately. If the alternative funding is of the same value and duration as their scholarship, the funded PGR student must usually choose which source of funding to accept; they cannot hold multiple sources of funding without prior written consent from all parties. Failure to disclose all sources of funding to the University is considered serious misconduct as defined in Regulation 23.

2.0.5 Scholarship funding is not considered employment and is therefore not subject to an employment contract. Any separate employment activities, including but not limited to teaching or other research activity, must be under an employment contract.

2.1 Stipend Payments

2.1.1 Stipends are paid in advance in twelve equal monthly instalments, based on the rate set for the current academic year.

2.1.2 Payments will only commence once PGR Finance has received the funded PGR student’s UK bank details or eligible digital bank details and confirmation of funding from their department.

2.1.3 To receive any given monthly stipend payment, the funded PGR student must be in active study for at least one day of that month. See also Section 8 (Suspensions and Leave).

2.1.4 Stipend payments from a scholarship are exempt from income tax under HMRC guidelines. However, students should consider domestic tax law if they are overseas while receiving stipend payments.

2.1.5 Any overpayments must be repaid to the University. Any instances of overpayment must be reported to and discussed with PGR Finance immediately.

2.1.6 If a funded PGR student withdraws within two weeks of commencing on their chosen course all payments will be reclaimed.

2.2 Fee Payments

2.2.1 Where a scholarship includes payment of tuition fees, these will be paid directly to the University (i.e. the funded PGR student does not pay anything to the University). The funded PGR student should record that their tuition fees are being paid by their scholarship upon enrolment on eVision. The duration of the tuition fee award will be agreed in writing in advance. Funded PGR students can view tuition fee sponsorship information on their record by following the instructions at eVision - Viewing Fee Scholarship & Bursary.

2.2.2 Should a funded PGR student submit their thesis before their funded period ends, the total tuition fee value may be reduced to theminimum rate. Should a funded PGR student submit their thesis after their funded period ends, no further tuition fees will be charged.

2.3 Final Payment

2.3.1 Stipend payments are made up to and including the month that the thesis is submitted for examination (first submission), the agreed end of the funded period, or upon the funded PGR student’s permanent withdrawal, whichever is earlier. If first submission is at the very end of a month and has already received a stipend payment for the following month, this stipend payment may be retained unless the funded PGR student has entered full-time employment.

2.3.2 Normally, following first submission, all future stipend payments will cease, including if there is a period of funding remaining from the original scholarship. To remain compliant with HMRC regulations, stipend payments may only be requested to continue beyond the first submission if the PGR is not in full-time employment, and:

The funded PGR is undertaking an Early Career Fellowship, or other career transition fellowship which includes attending a mandatory training course (confirmed by the training course provider). Payments will cease at the end of the fellowship and cannot continue beyond that point under any circumstances.
The funded PGR is in receipt of a Doctoral Access (Sanctuary) scholarship (confirmed by the scholarship terms and conditions and the Doctoral College).
The funded PGR continues to commit a significant amount of time on viva preparation or thesis corrections ahead of final submission, as confirmed in writing by the academic department. Stipend payments will stop at the point of final submission and cannot continue beyond this under any circumstances. Most scholarships do not permit payments after first submission, so please refer to the original terms and conditions. If stipend payments will continue, alternative (non-external) sources must be identified, unless aligned with the original scholarship.

Activities such as preparing publications, attending conferences, or writing funding applications are not grounds for continuing stipend payments and must be covered by a separate employment contract.

3. Employment

3.0.1 If a funded PGR student is in in full-time employment, they cannot also hold a full-time scholarship, unless all parties agree in writing in advance. Should a funded PGR student enter full-time employment without prior written agreement, their scholarship will be terminated with immediate effect, and they will be liable for any outstanding tuition fees.

3.0.2 With agreement from all parties, a funded PGR student who is in receipt of a scholarship from the University can take on part-time employment, provided their progress is satisfactory and they remain on track to complete and submit on time. Employment includes but is not limited to teaching or demonstrating, Graduate Teaching Assistantships and Research Assistantships/Associateships and must be covered by a contract of employment. External funders may have additional rules relating to part-time employment, which must be adhered to for the duration of the funded period.

The University full-time equivalent is 36.5 hours per week (the part-time equivalent of 60% is 22 hours per week) and the total combined working hours of the scholarship and part-time work should not exceed the Government’s maximum weekly working hours of 48 hours. Therefore, we recommend no more than an annual average of 12 hours employment per week while in receipt of a full-time scholarship (or 26 hours per week while in receipt of a part-time scholarship).

3.0.3 Student visa holders are expected to comply at all times with the conditions of their visa, including any restrictions on undertaking additional employment. Further advice is provided by the Student Visa Advice Service.

4. Disabled Students Allowance

See also Reasonable Adjustments

4.0.1 Eligible students may access additional funding to support their studies through Disabled Students Allowance (DSA). Students who cannot access DSA, or where costs cannot be met by DSA, may seek further financial support through the PGR Hardship Support Fund.

4.0.2 Needs assessments for UKRI funded PGR students may be arranged from the point that a scholarship is offered (before enrolment) to ensure any recommended equipment, software or training is provided in good time start doctoral research. Funded adjustments may be provided until conferral of the award, or 18 months after the funding end date, whichever is sooner.

5. RTSG & Travel Grants

5.0.1 Where a funded PGR student is awarded a Research Training Support Grant (RTSG) as part of their scholarship, this must be communicated in writing prior to the start of the scholarship by the awarding department. The purpose of the RTSG is to enable funded PGR students to meet doctoral project related expenses incurred during their research and to enable them to attend external conferences, summer schools, seminars and other events linked to their studies. RTSG is intended as a contribution towards costs incurred in training the funded PGR student and is not intended to relieve the University or Department of any part of its normal expenditure.

5.0.2 PGR Finance monitor expenditure of RTSG. All costs must be incurred in line with University Financial Regulations. External funders may have additional rules relating to eligible costs, which must be adhered to for any expenditure incurred. Claims for expensive items, e.g. laboratory or high-spec computing equipment made in the final months of a scholarship may not be authorised and will be reviewed on a case-by-case basis.

5.0.3 it is the responsibility of the funded PGR student to ensure they have read and understood the current Financial Procedures FP15 (Purchasing) and FP16 (Travel, Subsistence, Gifts and Hospitality) before proceeding to incur any costs against their RTSG allowance, and that their departmental financial processes are followed at all times.

5.0.4 Any goods and equipment purchased with RTSG remain the property of the University of Warwick and must be fully used or returned to the University at the end of the scholarship.

5.0.5 RTSG can only be used to meet costs while funded PGR students are within their funded period and not during Temporary Withdrawal, after submission of the thesis for examination, beyond their funding end date, or after permanent withdrawal, even if the purchase is made in advance e.g. travel booked and paid for in advance to be taken after the funded period has ended is not eligible.

5.0.6 Examples of eligible costs include but are not limited to:

Consumables for laboratory experiments
UK and overseas fieldwork expenses
UK and overseas conferences and summer schools
Language training courses necessary for undertaking the doctoral project
Reimbursement of interpreters, guides, assistants
Survey costs, such as printing, stationery, telephone calls
Buying small items of equipment, such as cameras, tape recorders, films, cassettes
Gifts for local informants
Books and other reading material not available through libraries.
High specification / powered workstations or laptops to meet a specific research need, above and beyond the standard IT provision provided by the department. This will need specific approval by the Grant Holder
UKRI funding only: high spec computing purchase request (staff only).

5.0.7 Examples of ineligible costs include but are not limited to:

Costs for moving to the UK to study e.g. travel costs, visa fees, NHS Immigration Health Surcharge (IHS)
Supervisor travel and subsistence costs
Publication - please refer to the Library for alternative sources of funding for publication
Family and dependant’s travel and subsistence costs
Equipment costing over £10,000
Childcare costs associated with normal working patterns
Personal memberships (See: Financial Procedure 16.6.5)
UKRI funding only: Alcohol
UKRI funding only: standard laptops or computing equipment - unless there is a specific allowance in the training grant award letter, UKRI expects that all funded PGR students are provided with a basic level desktop or laptop funded by the department. High-spec computing equipment can be eligible if required for the research, please check with the training grant holder or Doctoral College for guidance prior to purchasing.

5.0.8 Prior to enrolment a project code will be set up on the university’s SAP finance system and provided to the relevant academic department, which is to be used for all RTSG expenditure. It is the funded PGR student’s responsibility to ensure that they monitor their expenditure and do not exceed the budget allocation. The academic department must ensure there are processes in place so that funded PGR students can access their RTSG expenditure information readily. Any overspends or ineligible costs will be recharged to the academic department at the end of the scholarship period. Project codes will be closed 30 days after the earliest of the following: the funded PGR student's funding end date, thesis submission, or when the budget is fully spent.

6. Study Location

6.0.1 Unless they are undertaking an international cotutelle or joint PhD course, both home and international funded PGR students are expected be resident in the UK for the majority of their studies and any time spent overseas should be for the purposes of research, such as fieldwork or institutional visits.

6.0.2 Funded PGR Students must live within a reasonable travel time of the University or their collaborative organisation to ensure that they are able to maintain regular contact with their department and supervisors, and to enable them to use facilities and engage in relevant training and research events.

6.0.3 Travel to the University or collaborative organisation is considered ordinary commuting and is therefore not subject to expense claims.

6.0.4 Arrangements to study remotely long-term during the funding period will only be approved by the Chair of the Postgraduate Research Subcommittee where there are mitigating circumstances or as a reasonable adjustment under the Equality Act 2010 (or the University's Student Disability, Mental Health, and Inclusion policy.

7. Part-Time Study

See also Mode of Attendance

7.0.1 At Warwick, part-time time registration for PGR students is 7 years (84 months). Fee charges, funding and stipend payments are made at 60% of the full-time scholarship rates over an extended funding period.

Part time equivalent funding periods
Full time funding period	Part time (60%) equivalent funding period
36 months	60 months
42 months	70 months
48 months	80 months

7.0.2 The part-time variant for Postgraduate Taught (PGT) students is 50%. Where a new funded student undertakes a 1+3 course part-time, their funding and registration period will be as follows and funded students must be informed that their part-time stipend rate during their PGT year will be less than during their PGR registration:

1+3 part time registration and funding periods
	Registration		Funding
Degree	Full Time	Part Time	Full Time	Part Time
MA/MSc	12	24 (50%)	12	24 (50%)*
PhD	48	80 (60%)	36	60 (60%)
Total	60	104	48	84

8. Suspensions and Paid Leave

8.0.1 The conditions of a funded PGR student’s scholarship determine entitlement to paid leave and an equivalent extension to their funding period. Funded PGR students who are unsure about the source of their funding should contact their academic department or Centre of Doctoral Training for clarification.

PGR University Scholarships, including those funded by philanthropic donations are eligible for paid leave and funding extensions
PGR and PGT UKRI Training Grant scholarships are eligible for paid leave and funding extensions
PGR External funding from other sources – payment is provided at the discretion of the funder, to be confirmed by the department. If the funder does not provide additional funding for periods of paid leave, the University is not liable to provide any additional payment.
- Wellcome Trust: Paid Sick leave Guidance, Parental leave Guidance
- Leverhulme Trust: FAQs, including sick pay, Parental Leave Policy
- Commonwealth Scholarship Commission: Health and welfare
Self-funding, unfunded, and fees-only PGR students – no payment is provided during leave.

8.0.2 Funded PGR students who are also members of staff of the university should follow the appropriate HR policy for staff during paid leave

8.0.3 Temporary Withdrawal usually results in any stipend payments being placed on hold, to be restarted upon resumption of active study. Stipend payments will only be organised to continue during a period of Temporary Withdrawal in cases of Paid Medical Leave, Paid Family Leave, Paid Additional Leave or some Paid Internships.

8.0.4 Stipend payments are made in whole months if a funded PGR student is in attendance for one day or more of any given month. Starting or returning from Temporary Withdrawal part way through a month will mean the full stipend payment is made for that month, therefore future scheduled payments may end before the extended formal funding end date.

8.1 Paid Medical Leave

8.1.1 Paid absences from study for medical purposes must be necessary and reasonable, confirmed by medical evidence and not mitigated by studying flexibly. Examples include, but are not limited, to absence due to ill health, attending medical appointments including antenatal or fertility appointments, disability related illness or appointments and gender reassignment.

8.1.2 The maximum allowance of Paid Medical Leave in 12 months is 196 calendar days (28 weeks). The cumulative maximum funding extension from Paid Medical Leave over the funded period is 365 calendar days (52 weeks), pro-rata for part time.

8.1.3 Funded PGR students experiencing short-term absences lasting less than a week (such as a minor illness) should not apply for Paid Medical Leave. Their usual stipend payments will continue as normal, and no funded extension will be provided.

8.1.4 Funded PGR students who experience recurring absences of one day or longer due to any disability or ongoing medical condition, or attending multiple maternity appointments due to high risk pregnancy, which may not be defined as a disability, are advised to contact the Doctoral College.

8.1.5During Paid Medical Leave, funded PGR students will receive stipend payments at their current rate from their current source of funding. University of Warwick and UKRI funded students will also receive an extension to their funding of the same length as the absence, provided they remain enrolled over the extended funding period.

8.1.6 Entitlement to Paid Medical Leave applies from the point of initial enrolment, until the end of the funding period.

8.1.7 To claim Paid Medical Leave, students must complete the correct Paid Medical Leave form and provide the University with appropriate medical certification.

Paid Medical Leave Form

8.1.8 Funded PGR students must inform their academic supervisors, department/CDT/DTP and any external partners of any period of absence. This is in addition to completing the Paid Medical Leave form.

8.1.9 Requests for Paid Medical Leave may be made retrospectively by up to 28 calendar days (4 weeks). Requests backdated by more than 28 days may be declined.

8.1.10 Medical certification must originate from a medical professional or service, identify the funded PGR student by name, be signed (electronic signatures are accepted), be in English, must state that the identified student is unfit to work or study, cover the entire duration of the period of Paid Medical Leave and must explicitly state the start date and duration of the absence. Accepted medical certification includes:

A fully completed and signed NHS Fit Note (Med3 form),

A fully completed and signed Warwick Medical Certificate,

A signed letter on headed paper from a relevant medical professional.

8.1.11 Where an absence specifically relates to a disability that has been formally disclosed to the University via Disability Services, submission of additional medical certification is not required. Requests for Paid Medical Leave that relate to a disclosed disability will be considered in conjunction with any Reasonable Adjustments already in place through Disability Services. Absences that are unrelated to a disclosed disability will require medical certification as described.

8.1.12 Extensions to a period of Paid Medical Leave up to the maximum allowance may be made by submitting a new Paid Medical Leave form with additional medical certification.

8.1.13 Periods of medical leave beyond the maximum allowance will be unfunded.

8.2 Paid Family Leave

See also PGR Family Leave Policy

8.2.1 To qualify for Paid Family Leave, the period of leave must be within the funding period. During a period of Paid Family Leave, stipend payments continue as described and the total length of the funding period is extended.

8.2.2 Funded PGR students who are or will become the Primary parent may request Paid Maternity Leave up to:

26 weeks (6 monthly instalments) at their usual stipend rate, followed by

13 weeks (3 monthly instalments) at reduced SMP rate or usual stipend rate (whichever is lower), and

13 weeks (3 months) unpaid.

8.2.3 Funded PGR students who are or will be the Second parent may request Paid Paternity Leave up to:

2 weeks at their usual stipend rate, followed by
50 weeks unpaid.

8.2.4 Funded PGR students who are or will become the Primary parent or Second parent of a child who requires neonatal care as described at Neonatal Care Pay and Leave: Overview - GOV.UK may request Paid Neonatal Care Leave up to 12 weeks (3 months) at their usual stipend rate.

8.2.5 To claim Paid Family Leave, funded PGR students must complete and submit the Paid Family Leave form alongside a Temporary Withdrawal or Authorised Absence request to Student Records Online. Stipend payments during Paid Family Leave will only be processed upon receipt and approval of all forms.

Paid Family Leave Form

8.2.6 Funded PGR students who require further suspension to their studies beyond the maximum entitlement of Paid Family Leave, may apply for a further unfunded Temporary Withdrawal through Student Records Online. Upon returning to studies after a period of parental leave, students who wish to change to/from part-time study may submit a Change of Mode of Attendance through Student Records Online.

8.2.7 In the event of death of the primary parent, the second parent becomes eligible for Paid Family Leave as the primary parent, less any leave already taken.

8.2.8 In the event of pregnancy loss from 24 weeks, or parental bereavement up to 12 months following birth or placement of a child, full entitlement to Paid Family Leave continues to apply. In the event of pregnancy loss before 24 weeks or parental bereavement occurring more than 12 months after birth or placement of a child, Additional Paid Leave applies (section 8.4).

8.2.9 Funded PGR students who are currently on Paid Maternity Leave are entitled to up to ten Keeping in Touch (KiT) days. KiT days are for funded PGR students to undertake activities related to their research project during their Paid Maternity Leave, agreed between the funded PGR student and the supervisor in advance. KiT days are paid as whole days at their usual stipend rate, less any Maternity Leave Pay that the funded PGR student is already receiving. To claim KiT Day stipend payments, the funded PGR student must complete and submit a KiT Day form.

KiT Day Form

8.2.10 Funded PGR students must return to studies at the University for at least three months following Paid Family Leave, or until they successfully submit their thesis for examination. Should a funded PGR student not return to their studies after the period of Paid Family Leave, any stipend paid above the prevailing reduced SMP rate during that period will normally be recovered by the University. This requirement can be waived only in exceptional circumstances, with approval on a case-by-case basis by the Chair of the Postgraduate Research Subcommittee.

8.2.11 Pregnant funded PGR students and their partners may attend antenatal or pregnancy-related medical appointments as necessary without affecting their stipend payments. Funding extensions due to attending antenatal appointments will only be provided for pregnant funded PGR students if it is not possible to accommodate appointments by studying flexibly, for example if the number of appointments is unusually high. In this case, the funded PGR student is advised to contact the Doctoral College to discuss provision of Paid Medical Leave (Section 8.2). Funding extensions are not provided for partners to attend antenatal appointments.

8.3 Additional Paid Leave

8.3.1 Additional Paid Leave must be necessary and reasonable and not mitigated by flexible study or using annual leave. To qualify for Additional Paid Leave, the period of leave must be within the funding period.

8.3.2 Funded PGR students may request the following Additional Paid Leave, with stipend payments continuing during the absence, and a subsequent funding extension provided:

Up to 1 week (7 calendar days) per rolling 12 months of Special Paid Leave in the event of a domestic emergency that causes a significant disruption. Increased to 2 weeks (14 calendar days) in the event of pregnancy loss before 24 weeks, bereavement of a dependant or close family member.

Up to 1 week (7 calendar days) per rolling 12 months of Carer’s Paid Leave to give or arrange care for a dependant with a long-term care need. This is defined as a dependant with a disability, age-related care needs, or an illness or injury resulting in care needs for more than 3 months.

Usually up to 2 weeks (14 calendar days) absence due to Jury Duty may be claimed as Public Duty Paid Leave.

Up to 4 weeks (28 calendar days) Health and Safety Paid Leave in the event of being unable to continue study due to a confirmed health and safety concern causing more than 1 week of disruption where mitigation does not enable return to study.

Up to 4 weeks (28 calendar days) Additional Disability Paid Leave in the event of being unable to study for more than 1 week due to a delay in putting in place Reasonable Adjustments due to a disability.

8.3.3 To claim Additional Paid Leave, funded PGR students must complete and submit the Additional Paid Leave form alongside a Temporary Withdrawal or Authorised Absence request to Student Records Online as necessary. Stipend payments during Additional Paid Leave will only be processed upon receipt and approval of all forms.

PGRs funded by the ESRC Midlands Graduate School should follow the MGS Compassionate Leave Policy

Additional Paid Leave Form

8.3.4 Further Paid Leave can be requested following Paid Medical Leave (section 8.2) or Paid Family Leave (section 8.3) as appropriate. Alternatively, funded PGR students may use annual leave and flexible study to manage their commitments.

8.3.5 Students who are not eligible for Additional Paid Leave, who do not wish to claim Additional Paid Leave, or who have received the maximum allowance of paid leave they can claim, may take unpaid leave by submitting a Temporary Withdrawal or Authorised Absence request to Student Records Online.

8.4 Phased Return

8.4.1 Students returning to study from long term (4+ weeks) Paid Medical, Family or Additional Leave may request a Phased Return. This will usually be accommodated informally with annual leave accrued during the absence, or formally with Paid Medical Leave.

8.4.2 During a Phased Return the stipend will continue to be paid at the student’s usual rate.

8.4.3 To request a Phased Return to study using additional Paid Medical Leave, please submit a new Paid Medical Leave form including:

A signed medical certificate stating that a phased return to study or temporary part-time study is required

A brief phased return statement, written in consultation with your supervisor, including the start and end of the phased return and the number of days to be taken as Paid Medical Leave.

Paid Medical Leave Form

8.5 Paid Internships

9. Extensions 10. Termination

10.0.1 The objective of providing scholarship funding is to enable funded PGR students to successfully complete their studies and so the University will consider termination of the scholarship only as a last resort. However, the University reserves the right to terminate a scholarship if a funded PGR student breaks any of the conditions in this policy or additional Terms and Conditions of their scholarship, or meets the grounds of Regulation 36.4.

11. UKRI Additions

Alongside the amendments noted throughout this policy, the following additional conditions apply only to students who are funded by a UKRI training grant.

11.0.1 By accepting their scholarships, UKRI funded PGR students agree the University can share information about them and their research with UKRI. Some of this information will be made available on the Research Councils’ websites and other publicly available databases and in reports, documents, and mailing lists. This will include the following data:

Student name

Name(s) of project partner organisations and supervisors

Project titles and topics

Project summaries

Registration and expected submission dates

Numbers of students in particular regions, universities or departments in context of the Training Grant funding announced.

Aggregated information regarding demographics, student numbers, stipend levels, qualifications, age at start, migration levels (from first degree university to another) etc.

11.0.2 Gateway to Research is a web-based portal that publishes information about funded research that can assist businesses and other interested parties to identify potential partners in research organisations to develop and commercialise knowledge, and thereby increase the impact of publicly funded research. It provides better access for the research community, businesses and the public to information on research funded by the seven Research Councils and Innovate UK.

11.0.3 Researchfish is an online system that collects research outputs and outcomes for funders to help them track the impacts of their investments. All UKRI funded PGR students are encouraged to record their outcomes on Researchfish starting 2 years after funding begins, then each year until 3 years after the funding ends. UKRI funded PGR students will be contacted directly by Researchfish to report outputs and outcomes annually.

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