How to use Grant Tracker

This guidance is for anyone who uses Grant Tracker to create, review or submit a grant application, or manage an existing grant.

Log in to Grant Tracker

Use Grant Tracker to create, review or submit a grant application, or manage an existing grant.

If this is the first time you've used Grant Tracker, you'll need to select 'register' on the login page to create an account.

If you're an existing user, but you've forgotten your password, or you're locked out of your account, select 'forgotten password' on the login page. You may need to check your junk or spam folder. Contact us if you need further help.

Lead applicants

As the lead applicant, you are responsible for creating and submitting the application.

Before you create an application

Go to the 'Home' page of your account and fill in the following sections:

  • Manage my details - add or update your personal details such as your organisation, education, training and career history. Please update the ‘Diversity monitoring details’ or select ‘prefer not to say’.
  • My research outputs - if this is required in your application, import your research outputs from ORCiD or Europe PMC, or add them manually. For detailed help, read our Grant Tracker user guide.

Create an application

Select the funding scheme you want to apply for from the list provided on Grant Tracker.

When you're filling in the application:

  • Complete every field on the form and upload any relevant supporting documents and figures (PDFs only). Uploaded documents will be incorporated into the PDF of your application form.
  • Always read the help text when it’s available – look out for a question mark symbol.
  • Don't copy and paste figures, pictures or tables into text boxes as they will appear incorrectly when you submit the form. If the option is available, you can upload these details in a PDF attachment instead.
  • If you paste into a text box, you may lose the original formatting (such as bullets). If this happens, select the text and use the editing functions in the text box.
  • Keep within the word limit, if there is one. If you go over the word limit, a red border will appear when you save the page. You will have to reduce the length of the text and save again.
  • Keep within the page limit for uploads. If you go over the page limit, we will return your form to you to amend. 
  • Long URL links can cause formatting issues in the application PDF. You can shrink the link by using tinyurl.com.
  • Save your work frequently as you go along. Once saved, you can return to it at any time before the deadline.
  • Validate your form when it is complete to check for any omissions.

Read our guide on how to write a Wellcome grant application.

Invite others to participate in your application

You can add other people to participate in your application. This includes other applicants, sponsors, supervisors, collaborators, mentors and delegates. Search for them by typing in their surname.

If you add a ‘delegate’, this person cannot also be an applicant, sponsor or supervisor. 

Check the relevant scheme page for any details about sponsors, supervisors and mentors – including who they should be and their responsibilities during the grant.

Submit your preliminary application

Only the lead applicant can submit a preliminary application. Your host organisation does not need to review or submit it. 

Submit your full application to your authorised organisational approver

With most schemes, the full application form needs to be approved by an authorised organisational approver (AOA) at the host organisation before it is submitted to Wellcome. When the lead applicant submits the form to the AOA, Grant Tracker will send an automated email to the AOA saying that the form is ready for them to review. 

Make sure you leave enough time for the AOA to review and submit your application to Wellcome before the deadline. The AOA may ask you to make changes to your application. When you have made the changes, you’ll need to resubmit the form to the AOA.

Most organisations will already have an AOA set up on Grant Tracker. If this isn’t the case, you may need to set this up yourself.

To set up an account, you should contact us with the following details:

  • name of administering organisation
  • country where the organisation is based
  • address of the organisation
  • an email address for the account – this must be a generic, department email address that can be used by multiple people.

See the outcome of your application

You can track the status of your application and see the outcome.

More information

For more information, read our Grant Tracker user guide.

Other applicants

You'll get an email telling you that a lead applicant has added you to their application as a participant. You will need to log in to Grant Tracker to accept the role before you can access the application form.

If you already have a Grant Tracker account, use that one.

If you don’t have a Grant Tracker account, you’ll get an email telling you how to set up a password and log in.

In the ‘Manage my details’ section, update your CV details, if prompted. Then fill in the participant section.

Only the lead applicant can submit the application form.

See ‘Create an application' for more information about editing the form.

Sponsors and supervisors

You'll get an email telling you that a lead applicant has added you to their application as a participant. You will need to log in to Grant Tracker to accept the role before you can access the application form.

If you already have a Grant Tracker account, use that one.

If you don't have a Grant Tracker account, the email you receive will contain a password for you to log in with.

In the 'Manage my details' section, update your CV details if prompted. Then fill in the participant section.

Only the lead applicant can submit the application form.

See ‘Create an application' for more information about editing the form.

Collaborators and mentors

The applicant will provide your name and role in the grant on their application form. You don't need to log into Grant Tracker yourself.

Collaborative Award applicants are not known as 'Collaborators' on Grant Tracker. They are 'lead applicants' or 'other applicants'.

Delegates

An applicant may give you access to their form to review and edit it. 

To view and edit the form, you need to register on Grant Tracker. You don't need to add your CV details. You can't submit the application form. 

See ‘Create an application' for more information about editing the form.

Authorised organisational approvers

An authorised organisational approver (AOA) works in a department (usually the research office) that has the authority to approve the submission of applications on behalf of the host organisation. 

On Grant Tracker, you can:

  • review, approve and reject funding applications
  • submit grant start certificates.

Each organisation has one single AOA account for multiple users. To set up an account, the lead applicant should contact us with certain details (see the 'Lead applicants' section for more information).

For more information, read our Grant Tracker user guide.

Committee members and peer reviewers

If you've been allocated an application to review, you'll receive an email from us with instructions. 

You can access the application through your Grant Tracker account. If you don’t have an account, you'll receive an email from us with a link to set one up.

Please add or update the diversity monitoring details under 'Manage my details' or select 'prefer not to say'.

Peer reviewers don't need Grant Tracker accounts.

Grantholders

During your grant, you should upload your annual progress report to Grant Tracker.

Finance administrators

A financial administrator works in a department that has the authority to approve financial reporting on behalf of the host organisation.

On Grant Tracker, you can approve the submission of:

  • quarterly organisational spend reports (OSRs)
  • final expenditure reports (FERs).

If you don't have access to Grant Tracker, you can contact our information officers or the lead applicant can set this up for you.

For more information, read our Grant Tracker user guide.

Contact us

Contact our information officers if you have a question about Grant Tracker. Please read the guidance on this page first.

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