A-Z list of financial procedures
Capital - grants
Major Capital Grants for Building,
Refurbishment and Equipment
Frequently asked questions
When is a major capital project control form (lilac form) required?
It is required for any major capital work, which is funded or part funded
by a grant. It must be completed and approved before any expenditure
Which form do I use on a project that has both building and equipment
Use both forms, one for the building element and one for the equipment.
This is because separate budgets may have been designated by the sponsor
and also because the responsibility for buildings lies with Estates,
whereas an academic department may have responsibility for the equipment
How do I know if a major grant can be classified as research?
Normally the sponsor is a good indicator. Research councils’ grants
would normally be classed as research, whereas HEFCE grants cannot be.
If it is not a HEFCE grant, then the first point of contact will normally
be the Research Support Unit.
I have completed a lilac form for an equipment grant, do I also have
to complete a Purchasing Services Blue Form when I come to order the
The lilac form covers the total expenditure. If the budget is only to
fund one item, then the form could also double as the Blue Form, provided
that details of tenders/quotes are attached. Where the budget is to be
spent on a number of equipment items, some of which cost over £10K,
then each order over £10K must be preceded by a Blue Form.
What happens if the expenditure exceeds the grant funds available?
For equipment purchases, where the budgetary responsibility lies with
the department, then any excess of costs over funding will be charged
to the department’s operating budget.
What happens when the project is complete, ie all the funding has been
Let the RSU or Finance Office know as soon as possible. There is likely
to be have to be a final claim and possibly a completion statement to
be completed. In some cases the sponsor may require an audit before releasing
the final tranche of funding.