Terms and conditions

Grant offer 

• The Trustees have awarded [organisation] a grant totalling £[amount] for [project name].
• The Trustees have specified that the grant is to be used only for the project detailed above.

To accept your grant

• To accept this grant offer please have it signed by two Trustees, or senior officers who are authorised to sign on behalf of your organisation. You should then upload the full signed document to the grants portal (link provided in covering email). You have two months to accept the terms and conditions of this offer letter. 

General conditions of your grant

• You must treat the grant as a restricted fund for the purposes of your organisation’s accounts. 
• Your organisation is responsible for the conduct of the project and compliance with all regulations, including but not limited to health and safety and safeguarding. 
• The Foundation will hold and use any personal data provided in connection with your grant application in strict accordance with data protection legislation and our Privacy Notice and Data Retention Policy. You may access this information via our website www.peterharrisonfoundation.org or by request. 
• If your organisation is subject to a cyber-attack resulting in a data leak or service compromise, you must notify us. You can find information and resources about managing cyber security for small charities on the National Cyber Security Centre website https://www.ncsc.gov.uk/collection/organisation. 
• You must inform us – and you may be required to return the grant or have payments withheld – if: 

           – your project does not proceed; 

           – your project receives duplicate funding; 

           – your project experiences material changes; 

           – your organisation fails to comply with the terms of this letter; 

           – your organisation ceases to exist. 

•  You should acknowledge the grant in any publicity about the project and tag us on X (@PHF_Grants) and LinkedIn (@Peter Harrison Foundation) where appropriate. 

Grant Payments (1-year grants)

• We will release your grant in one payment
• We will release your grant payment upon receipt of your signed grant offer letter. 
• We will pay your organisation via bank transfer. 

Grant Payments (multi-year grants)

• We will usually release your full grant in one upfront payment. 
• We will release your grant payment upon receipt of your signed grant offer letter. 
• We will pay your organisation via bank transfer. 

Reporting Requirements (1-year grants) 

You will be expected to submit a brief final report within 14 months of receiving the grant funds. We can be flexible about reporting dates, so if this doesn’t fit with your project timescales then please get in touch to discuss a more appropriate schedule.   

We will email you a link to a grant report form two months before it is due, but if you want to submit your report sooner you will be able to access the form directly from our website.  

You will need to: 

• tell us about progress against the outputs and outcomes you provided in your grant application
• tell us the number of people impacted by the grant
• upload a brief report (ideally no more than 2 pages). To reduce the administrative burden, if you have prepared a report for other funders, we are happy to receive a copy of this
• upload a couple of photos that encapsulate your grant. Please note, in supplying the Foundation with photographs of your project, we will assume that you have obtained the consent of individuals who appear in them (or their parents/carers) for the photographs to be made available to the Foundation and to be used in any publicity about the Foundation. We understand that it may not be appropriate for all grantees to provide photographs due to the nature of their work.

Reporting Requirements (multi-year grants) 

You will be expected to submit: 

• a brief progress report within 14 months of receiving the grant funds
• a brief progress report within 26 months of receiving the grant funds
• a final report within 38 months of receiving the grant funds

We can be flexible about reporting dates, so if this doesn’t fit with your project timescales then please get in touch to discuss a more appropriate schedule.   

We will email you a link to a grant report form 2 months before it is due, but if you want to submit your report sooner you will be able to access the form directly from our website.  

In your progress reports, you will need to: 

• Upload a brief report (no more than 2 pages) summarising the activity that has taken place in the past year, the difference it has made, and any changes to your plan for the year ahead.

In your final report, you will need to: 

• tell us about progress against the outputs and outcomes you provided in your grant application
• tell us the number of people impacted by the grant
• upload a brief report (ideally no more than 2 pages). To reduce the administrative burden, if you have prepared a report for other funders, we are happy to receive a copy of this
• upload a couple of photos that encapsulate your grant. Please note, in supplying the Foundation with photographs of your project, we will assume that you have obtained the consent of individuals who appear in them (or their parents/carers) for the photographs to be made available to the Foundation and to be used in any publicity about the Foundation. We understand that it may not be appropriate for all grantees to provide photographs due to the nature of their work.

Making another application to the Peter Harrison Foundation

• Please note that organisations awarded a grant by the Foundation may not re-apply until two years after submission of the final grant report.