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Decolonising Peace Education in Africa

Decolonising Education for Peace in Africa

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Contract and Finance Information

Finance and Contract Information for Award Holders

This page outlines the finance and legal processes for DEPA Phase III projects, from the point of contract award, through to the completion of the project.

DEPA funding is disbursed by The Open University but is awarded from the Arts and Humanities Research Council (AHRC), specifically from the UK’s foreign aid budget, through the Global Challenges Research Fund (GCRF).  The Open University and all DEPA funding recipients have a duty to ensure that the funding is spent in accordance with the terms set out by the AHRC.

The contractual and financial arrangements outlined in this document may not work in practice in some countries, so please contact depa@open.ac.uk to discuss any issues you may foresee.  It may be possible that we can put in place alternative arrangements, although this is not guaranteed.

Basic requirements
  • All funding is to be spent on legitimate project expenses only, based on the budget in the project application form.
  • All financial transactions on the project must be recorded. Receipts, invoices, or other evidence of expenditure must be kept for all transactions and copies must be provided.
  • All expenses must be based on good value for money.
Contract Award process and payment processes

The process for awarding contracts is outlined below and in this flowchart. 

The financial processes (for Small and Large Grants only) can be viewed here.

Individual Researcher Grants

  • Awarded to UK-based individuals only
  • Contractual arrangements will be made via a consultancy contract with the Open University.

Small and Large Grants

  • Details of organisation sent to legal for contract set-up
  • Contract signed
  • Organisation to complete new supplier form
  • Organisation set-up as supplier on the OU system
  • First invoice submitted prior to project start date (subject to due diligence checks)
    • If your project duration is more than 3 months and up to 6 months, the grant will be paid by transferring 50% of the funds to you no later than the project start date.
    • Full details will be provided in the contract.
  • Subsequent invoices can be submitted in accordance with the contract.  You will need to supply:
    • An invoice in £GBP
    • An expenditure statement in £GBP detailing how the funds have been spent
    • Proof of expenditure (invoices/receipts/payroll data)
    • A plan of how you plan to spend the remaining funds
    • A progress report.
  • All invoices should include the following details:
    • Be on your organisation's headed paper
    • Addressed to: Joanne Watts, The Open University, Walton Hall, Milton Keynes, MK7 6AA.
    • Your organisation’s bank details
    • Grant title – DEPA – Main Award, Phase 3 Devolved Funding OU Ref:  AMS 1213313 Budget H7DB A5379 (E-00406) Period covered – [Month X, Year to Month Y, Year]