Research Training Support Grant (RTSG)

The ESRC expects that value for money will be demonstrated in the use of public funds for RTSG. Students are expected to plan their expenditure, in communication with their supervisor, in order to make the best use of available funds and students should ensure that they investigate any relevant costs and identify low-cost options.

There are no individual allowances, however students would not normally be granted more than £3000 over the period of their award.

Any requests for funds over this limit will be dealt with on an individual basis and require a strong case for support demonstrating planning of expenditure over the course of the studentship, and that costs are deemed necessary to carry out research. Flexibility will be shown where students have unavoidably high UK fieldwork expenses.

Applications from Master’s students may be considered if the expenditure is considered to be essential to their PhD project. They are not expected to attend conferences during the taught phase of their studies, however support may be provided if presenting at a conference just before the start of the doctorate.

Activities must take place during the funded period and applications cannot be considered for activity occurring during a period of suspension.

Students must submit an application prior to the activity taking place and usually before the costs are incurred. Please apply at least 4 weeks in advance of either when you will need to make payments or the start of the activity (whichever is earlier).

In cases where an opportunity has arisen at short notice or it has not been possible to apply earlier than the usual 4-week timeframe, it is still possible to contact the relevant DTP Office to discuss an application (provided this in advance of the activity).

Note that the DTP Office will aim to review applications within two weeks of receipt of a complete application that includes all supporting documentation. If a student chooses to incur costs before an application is approved, please note that it is not guaranteed that these will be reimbursed.

• Approved expenses will be reimbursed after the activity has taken place.
• You will submit original receipts, proof of attendance for conferences and training, and any other additional information required.
• All reimbursements must be settled within 3 months of the activity taking place, as per the relevant finance process at your home institution.
• If you believe your expenses will deviate from what was initially approved, please contact your DTP institution immediately to discuss this.
• For large expenses, students may be able to request advance payment. If you wish to request an advance, please highlight this when you submit your RTSG application.

• Costs that all students might be expected to incur, e.g. laptops; general stationery expenses such as photocopying, printing and binding costs; travel costs related to attending University courses or supervisor meetings.
• Food / drinks / subsistence.
• Activity taking place after the funded period of the award, even if booked and paid before the funding end date.
• Items which provide a personal benefit beyond the specific activity, even if these are more cost effective.
• Training which all students on a course are required to complete.
• Purchasing vehicles.
• Membership of societies / organisations (unless membership of a society / organisation is mandatory for conference attendance).
• Journal subscriptions / submissions.

The following provides an overview and guidelines for the most common types of expenses supported under RTSG. If the costs for a specific type of expense or activity are high, the DTP may make a contribution rather than cover the full amount.

Travel and accommodation

Please ensure you have read your University’s health and safety guidelines and policies relating to overseas travel. You should check with your Department for any University and departmental risk assessment rules concerning travel. All overseas travel must be subject to a formal risk assessment and departmental approval. This is your responsibility and the DTP cannot approve any funding for activities for which the student’s department/university body has not also granted risk assessment approval.

The visit should be covered by the travel insurance policy of the student’s host institution. Please speak to your respective department/university body about this process.

The DTP cannot provide support for overseas travel if the FCDO advises against visiting the country or area concerned. You will need to check the Foreign Office website for updates on the safety of overseas destinations at https://www.gov.uk/browse/abroad and https://www.gov.uk/foreign-travel-advice.

For all travel costs supported by the RTSG, you should seek the cheapest form of travel. If you wish to travel from, or return to, a location different to the usual area of the home institution or approved UK residence, and this would increase costs, the DTP will provide support amounting to the equivalent costs from the relevant location in the UK. RTSG cannot fund a trip to the UK while a student is residing overseas for fieldwork, an OIV, or to return to the UK after a vacation.

Cost effective options for accommodation should be explored, therefore the average for an area should not be used as an estimate. If the student wishes to stay in more expensive accommodation, the DTP may contribute to the costs.

Research Survey and Data Collection Costs

RTSG can support costs such as printing of questionnaires and related materials, telephone calls, and participant costs. The DTP contribution for survey and data collection costs will generally be capped at £1,500.

Conferences (in Direct Support of Research)

The DTP encourages all students to attend and present at least one UK based conference relevant to their research during the doctoral period of their award. Attendance at conferences held outside the UK and EU will generally only be funded where a student is presenting, however you may make a case for attendance if it is considered particularly important to attend.

If the conference is being held in a hotel, please check whether there is cheaper alternative accommodation nearby.

Fieldwork Expenses

RTSG can assist with costs for fieldwork undertaken in the UK.

Some overseas fieldwork expenses not already covered by an OFE grant may be covered.

You will need to provide details of currency conversion for the date of purchase for overseas expenses and provide original receipts. If you have concerns about obtaining receipts, please contact your local DTP Office immediately to discuss if alternative arrangements can be approved with the relevant Finance Office.

Transcription services

Costs for transcription services are generally not supported as this is considered an integral part of your PhD. However, if you are able to explain how you have unusually large amounts of transcription and why it was not possible to account for this in planning your timeframes. It may be possible for the DTP to make a contribution towards costs. The DTP contribution will generally be capped at £1,000.

Language Training

Students may need to take language classes prior to fieldwork via one of the many UK institutions (such as the Oxford Language School) which have appropriate language training courses. Please ensure you explain why a particular course has been chosen, particularly if it is not located at one of the DTP institutions.

Advanced training courses

RTSG supports attendance on training courses and summer schools that are essential to your research, and cannot be completed as part of your programme. Please note that large scale and accredited training courses both in the UK and overseas may not be supported due to the high cost levels. Ensure you explain why a particular course has been chosen, especially if it is not located at one of the DTP institutions.

Equipment

The DTP may purchase small items of equipment (e.g. cameras, tape recorders, films) required for fieldwork expenses. You should check if they are available through the Department or local DTP Office in the first instance. Equipment purchased through RTSG funds will remain in the custody of the DTP following completion of the award.

RTSG will not generally cover the full cost of expensive equipment, however it may be possible for a contribution to be made.

Use of RTSG to finance specialised computer equipment costs may be considered in exceptional circumstances where it is necessary for the research and not provided through the University. Any such request must be clearly and adequately justified based on the nature of the research being undertaken and must be essential for the successful completion of the PhD.

Software packages

Support may be provided if the student can provide evidence that specialised software is necessary for their research.

Books

Students must explain why they need the book and it should be in direct support of their research. They must demonstrate that the book is not available at the University's libraries, in a digital version or via an interlibrary loan.

In addition to the above financial support limits, the GUDTP maintains an Access Fund designated to assist students who would not otherwise be able to engage with DTP activities due to caring responsibilities, or for those with disabilities associated with higher costs for activities. This is particularly the case for overseas activity where the Government’s Disabled Student Allowance (DSA) is not available. Access funding is limited and is intended to supplement, rather than replace, support available through home universities. Both home universities and host organisations are asked to assist where possible.

Follow these instructions if you are ready to make an expense claim for an approved RTSG cost:

Open University and Brunel University London students: please contact your DTP Manager for guidance. 

Oxford students: you can find the claims guidance below and a link to take you to the eExpenses claims login page. You will need your single sign on (SSO) to log in. 

Claim guidance  Online claim site