General Terms and Conditions for Grants

Eligibility Criteria

Eligibility requirements for each grant in the AMI portfolio are specific to the nature and objectives of the individual grant. These criteria vary based on the grant type and are designed to align with the particular goals of each funding opportunity. To ensure applicants are well-informed and meet the necessary qualifications, detailed eligibility information for each grant is available on the respective web pages. Applicants are encouraged to carefully review these criteria, which may include aspects such as AMI membership status, academic or professional standing, geographic location, or field of study. 

It is crucial for grantees to adhere to the original project or event for which the grant was awarded. Under no circumstances can the grant be redirected to a different project or event. If the funds are not utilised within the agreed timeframe or for the intended purpose, they cannot be repurposed for other activities. Any deviations from the original purpose or extensions of the project timeline must be formally requested and approved by AMI. This policy ensures that grant funds are used as intended, aligning with AMI’s objectives and the specific goals of each grant. Grantees are responsible for managing their projects within the set framework and should communicate proactively with AMI regarding any potential changes or challenges.

Application Process

Detailed instructions for submitting applications, including deadlines and required documentation for each AMI grant, are provided on the respective grant's webpage. Applicants are responsible for ensuring their submissions are complete, accurate, and timely; AMI cannot be held responsible for late or incorrect submissions. Applicants should contact AMI to confirm receipt of their application if they do not receive an acknowledgment of submission.

Reimbursement Process: 

Awardees must submit original receipts along with a completed expense claim form to be eligible for reimbursements. Additionally, if the grant supports attendance at events such as conferences, workshops, training courses, or similar activities, submission of a certificate of attendance is also mandatory.

Public transport travel must be booked within standard class, using the most economical fare. Substantial savings can be made by booking tickets in advance of the journey. Travel by car may be claimed at £0.45 per mile for the first 100 miles, and £0.25 per mile thereafter.  Taxis will only be paid for if no other option is available. 

For events where meals are not provided, meals may be claimed at a maximum rate of £30.00 per day. You may ONLY claim for the number of days of the conference plus one day e.g. for an event lasting 4 days you may claim 5 × £30. Although receipts for sustenance costs are NOT required, payment is not automatic. Please indicate on the claim form the number of days you are claiming for. 

It is the awardee's responsibility to ensure that all expenses claimed adhere to the grant’s guidelines. For any expenses that are ambiguous or exceptional, obtaining pre-approval is crucial to avoid disputes regarding their eligibility. Applicants may be required to fund other items of expenditure themselves.

While expenses and receipts can be, and are expected to be presented the currency used at the time of purchase, payments will be made in GB pounds equivalent. Reimbursement will be processed as a single bank transfer directly into an appropriate bank account. AMI strictly does not use intermediary banks for any transactions.

Documentation and Proof of Expenses: AMI places a strong emphasis on the provision of adequate proof for expense claims, particularly for applications seeking the maximum grant amount. Claims lacking sufficient documentation or proof of expenses are subject to rejection by AMI. This policy is enforced to maintain the integrity and proper utilisation of grant funds. Applicants are therefore advised to carefully gather and submit all necessary supporting documents with their claims to prevent any discrepancies or funding denials, reinforcing AMI's commitment to transparency and accountability in its grant processes.

Reporting and Accountability

For AMI grants, reporting requirements after the completion of the project or event are varied and specific to each grant, and detailed on the respective grant webpages. These requirements could range from writing short testimonials or quotes to preparing articles for AMI's magazines and journals. AMI upholds a strict policy of withholding payment for claims that do not meet these documentation requirements, ensuring accountability and the effective utilisation of grant funds. Grantees are advised to understand and adhere to these requirements, aligning their submissions with the scope and expectations of their specific grant to ensure smooth and timely processing of their claims.

Compliance with Laws and Regulations

All projects funded through AMI grants must adhere to the highest standards of legal and ethical conduct. This includes full compliance with all relevant local, national, and international laws, regulations, and guidelines, particularly those pertaining to research practices, data protection, and the treatment of human or animal subjects. Grantees are expected to conduct their activities with integrity and responsibility, ensuring that all aspects of their work, from data collection to dissemination of results, meet ethical standards as well as legal requirements. Non-compliance with these standards not only jeopardises the grantee's standing but also impacts the reputation and integrity of AMI. Adhering to these legal and ethical guidelines is paramount for the credibility and validity of the research or activity funded by the grant and is essential for the advancement of knowledge in a responsible and ethical manner.

Intellectual Property and Acknowledgement of Support

While AMI does not expect or try to claim any intellectual property rights from grantees, we do expect acknowledgment of our support in all disseminations related to the funded project. Grantees are encouraged to prominently mention Applied Microbiology International (AMI) in any presentations, posters, social media posts, talks, and journal articles arising from the grant-funded work. This acknowledgment helps enhance AMI's visibility and reputation as a supporter of important research and educational initiatives in applied microbiology. By promoting AMI in these various forums, grantees contribute to raising awareness about our role in advancing the field of applied microbiology and supporting the scientific community. We appreciate this recognition, as it is instrumental in illustrating the impact of our funding and in promoting the collaborative spirit that drives our mission.

Dispute Resolution

AMI is committed to ensuring a fair and unbiased evaluation of all applications, guided by a set of established criteria. Due to the volume of applications and the rigorous nature of the review process, AMI is not in a position to offer individual feedback for each application. In the event of a grant application being unsuccessful, applicants are advised that decisions made by AMI are final and are not subject to appeal. This policy is integral to maintaining the efficiency and integrity of the grant selection process. It ensures that the grant allocation is conducted in a transparent and equitable manner, respecting the constraints of the review process and the need for timely decision-making.

In the event of a dispute arising from a grant claim, a structured resolution process is in place to handle such issues effectively. Initially, grantees are encouraged to seek direct resolution through communication with the AMI grant administration team. If this does not resolve the issue, the dispute can be escalated to a designated committee within AMI for further review. This committee will examine the matter in detail, considering all relevant information and perspectives.

Repayment Clause

In the event of non-compliance with grant terms, misuse of funds, or failure to complete the project, grantees are required to repay the full amount of the AMI grant. This obligation also applies if the grant is used for purposes other than those approved or if the grantee provides false or misleading information during the application process. Repayment must be made within a specified period following notification from AMI.

When AMI have paid up front expenses prior to an event, all applicants agree to reimburse AMI for any costs they may incur, should the applicant fail to attend the event or notify AMI of their inability to attend the event within 14 days of the start of the meeting.

Revocation Clause

AMI reserves the right to revoke a grant if the grantee violates the terms of the agreement, fails to make satisfactory progress, engages in unethical or illegal activities, or misuses the grant funds. Upon revocation, all disbursed funds must be returned, and the grantee may be barred from future AMI funding opportunities. The decision for revocation is final and is made at the discretion of AMI, based on the evaluation of the grantee’s adherence to the grant’s terms and conditions.

Penalties for Fraudulent Claims

AMI takes a strong stance against fraudulent applications. If an applicant is found to have deliberately submitted a fraudulent application, this will result in immediate disqualification from the current and all future AMI grants. Additionally, such actions may lead to the revocation of AMI membership and a ban from future membership. These measures are necessary to uphold the integrity of the grant process and to ensure fairness for all applicants.