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Supplements Policy

1.0 Purpose

The purpose of this policy is to cater for the exceptional circumstances in which supplemental funding by SFA Foundation. In most cases, individuals and institutions holding grants from SFA Foundation are expected to manage their funds within the award and not need extra funds.

2.0 Policy Statement

Science for Africa (SFA) Foundation expects its grant holders to manage their grant within the funding awarded. But in unusual circumstances, small amounts of supplemental funding may be requested to assure adequate completion of the original scope of work. SFA Foundation will only consider supplementing grants in the following circumstances:

2.1 Maternity/paternity/adoption leave

To meet additional costs resulting from maternity/paternity / adoption leave and sick leave;

  1. SFA Foundation will normally abide by the terms and conditions of the grant holders employing institution regarding maternity/paternity/adoption leave and sick leave and pay;
  2. SFA Foundation will provide the actual costs incurred by the employing institution in meeting the individual’s salary for the period they are on leave;
  3. SFA Foundation will also consider requests for supplements to cover the direct research costs (such as research staff and expenses) incurred due to the grant holder taking maternity / paternity / adoption leave and sick leave;
  4. Supplementation for maternity/paternity/adoption leave support is only provided once SFA Foundation receives confirmation from the employing institution that the individual is returning to work;
  5. Funds will be paid during the period of sick leave, if claims are submitted. These may be used to continue to pay the individual (in accordance with the terms and conditions of the employing institution), and/or to fund a replacement.

2.2 Increases to Students’ Salaries

The increase to student salary may arise from promotions, regrading or career breaks.

2.3 Personal Allowances for SFA Foundation-funded Researcher

Where SFA Foundation-funded researcher is working overseas, personal allowances associated with the post (e.g. personal freight costs, medical insurance, housing, etc.) may also be supplemented.  Refer to the SFA Foundation Policy on Recruitment and Relocation Costs.

2.4 Inflation

SFA Foundation will consider supplementation where local inflation rates over the duration of the grant have increased the actual costs of the research to the extent that funding provided via the inflation allowance is not sufficient to meet actual costs.

2.5 Severe Currency Depreciation

In the event of severe currency depreciation against locally awarded currency over the duration of the grant; where the research activities would be jeopardized.

2.6 Open access publishing costs

To meet the open access charges levied by publishers who support the open access model.  Refer to the SFA Foundation Open Access Policy for more details.

2.7 Unforeseen Circumstances

For example, a laboratory burning down, flooding, increased animal house charges, prolonged civil strife affecting work programmes, or other compelling circumstances as carefully evaluated by the SFA Foundation programmes team.

2.8 Exclusions

SFA Foundation will not provide supplementary funding when the actual costs of employing staff are more than the salary budget.

3.0 Grantee Obligations

3.1 General Procedure

  1. Requests for supplemental funding support should be submitted to the SFA Foundation Programme Manager at least two months prior to the need for the additional funds and must be adequately justified.
  2. A request for a supplement may also be admitted via email on MS Outlook or the SFA Foundation Grants Management System. Both the grant holder and institutional legal representatives are required to sign the supplemental funding request.
  3. A supplement request must include the following:
  • A summary of the proposed work and progress to-date;
  • A justification of the need for the supplemental funds; and statement of the research activities that would not be accomplished if request is denied.
  • An up-to-date spend report highlighting areas in need of supplementary funds.

3.2 Maternity/Paternity/Adoption/Sick leave requests

The grant holder should submit:

  1. A description of their plans, including a justification for the additional costs required;
  2. Research costings, using the costs pages from the relevant application form;
  3. Extract of the maternity/paternity/adoption/sick leave provisions of the employing institution.

3.2.1 SFA Foundation Funded Researchers

  1. Supplementation for maternity, paternity, adoption and sick leave support is only provided once the SFA Foundation receives notification of start of leave and confirmation from the employing institution when the affected individual is returning to work;
  2. For all grant holders, irrespective of whether SFA Foundation pays their salary, we will consider requests for supplements to cover additional direct research costs (such as research staff and expenses) that may be incurred due to the grant holder taking maternity, paternity, adoption or sick leave.

3.2.2 SFA Foundation Funded Students

  1. To ensure that students do not lose research time as a result of taking maternity, paternity of sick leave, the end date of studentships are extended in time for the period equivalent to the leave taken. However, such period may not exceed 52 weeks;

3.2.3 Individuals (other than research fellows) employed on SFA Foundation Studentship

In the case of individuals employed on SFA Foundation fellowships who are taking maternity/paternity/adoption/sick leave pay leave, SFA Foundation’s normal policy with regard to supplementation of grants for such leave pay will apply.

3.3 Requests arising from unforeseen/exceptional circumstances

For any other unforeseen/exceptional circumstances (excluding open access, maternity/sick leave supplements), the grant holder must first consult the SFA Foundation Programme Manager assigned to the award before submitting a request for a supplement, and before the awarded grant expires.

Related policies: Policy on Maternity, Paternity, Adoption and Sick Leave and Policy on Recruitment and Relocation

Open Access Publishing

For any queries on this policy, please contact [email protected]