Make a Funding Request

Submitting a funding request through lowFAT is straightforward. This page explains how to access the form and complete it.

If you are a Fellow associated with the University of Edinburgh (employee/student), please contact SSI Finance before submitting a request to discuss your bursary plans.

Accessing the Funding Request Form

You can access the form in any of the following ways:

  • Click “Options” in the top navigation menu and select “Make a funding request” from the dropdown
  • Click the “Make a funding request” button below the page heading (next to the other action buttons)
  • Click the “Make a funding request” button next to the “Funding requests” heading
Ways to access the funding request form

This will open the funding request form.

Completing the Funding Request Form

Requester details

Select your name from the dropdown menu.
This links the request to your Fellowship account.

Funding request details

Provide key information about the event or activity:

  • Category – attending or organising
  • Focus – cross-cutting (multiple domains) or domain-specific
  • Event Title – official name of the event
  • Event Webpage Link (if available)
  • Country and City
  • Start Date and End Date

Costs

Provide estimated costs for:

  • Travel
  • Attendance fees
  • Subsistence (accommodation and meals)
  • Venue hire (if organising)
  • Catering
  • Any other relevant costs

Please consult the Terms and Conditions for full details.

Is a Purchase Order Required?

If arranging payment to a third party, a Purchase Order (PO) may be required and must be raised before the event.

To raise a PO, provide:

  • Supplier name
  • Supplier address
  • Description of service
  • Cost
Please note:
Existing suppliers are processed quickly, while new suppliers may take up to two months.

Upfront Payments and Suppliers

If you need the Institute to pay a supplier directly:

  • Contact the Management Team before submitting your request
  • Setting up new suppliers can take up to two months
  • Early discussion is strongly recommended

Paying Individuals for Work

If you plan to pay an individual:

  • An Employment Status Check must be completed before work begins
  • This process may take up to three months
  • No payment will be made for work started before checks are complete
  • The individual must be HMRC-registered and provide a Unique Tax Reference (UTR)

You will be asked to answer the following required questions:

  • Who will receive the payment?
    • Me (the Fellow)
    • A third party (e.g., catering company)
    • A combination of both
  • How will you or they be claiming?
    • Expense Claim: Select if a third party (e.g. a colleague) will submit an expense claim. This claim can be submitted directly to the Finance Team.
    • Invoice: A quote must be provided first. Finance will then create a PO, against which the invoice can be submitted.
    • Combination of both: Select if both expense claims and invoices will be used.

Justification for attending or organising the event

Provide a clear explanation of:

  • Why this activity is important for your Fellowship
  • How it aligns with your goals or the SSI mission
  • Professional development benefits
  • Potential collaborations
  • Contributions to your field or research

Successful outputs and outcomes

Describe expected outputs and outcomes, such as:

  • Skills gained
  • Networking opportunities
  • Collaborations
  • Reports or tangible outputs
  • Contributions to research software, tools, or methodologies

Details of people being sponsored from your Fellowship funds

If sponsoring others:

  • List their names and email addresses
  • If not yet confirmed, indicate that sponsorship is required and justify the need

Sponsored individuals will submit their expense claims directly to the Finance Team. You may refer them to the Guidelines for Reimbursement of Expenses by the SSI for full details.

Additional information

Include any relevant details not covered elsewhere, such as:

  • Further cost breakdowns
  • Travel specifics
  • Unique aspects of the event
  • Any contextual information that may support your request

Publicity

Indicate whether you are comfortable with the SSI promoting your involvement in the event (before and/or after it takes place).

This is optional, but helps raise awareness of your participation and contributions to the programme.

Important Timelines

  • Submit your request at least one month before the event start date, as it needs to be reviewed by the Management Team
  • Decisions are usually communicated within two weeks

You may be contacted for additional information before a decision is made.

After Approval

Once your request is approved:

  1. You pay for your expenses
  2. You collect receipts and proof of payment (e.g. bank/card statements)
  3. After the activity is completed, you submit:
    • Your associated blog post(s)
    • Your expense claim(s)
Please note:
A blog post must be submitted before your expense claim can be processed for payment. We can only reimburse expenses if a receipt and/or proof of payment is provided.
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