SSI Fellowship funding can be used for any activities that meet both the Fellow's and the Institute’s goals, such as travel to workshops, running training events such as Software Carpentry, Data Carpentry or Library Carpentry, nurturing or contributing to communities of practice, collaborating with other Fellows, or for any other activities that relate to improving computational practice or policy. Please note we cannot support any activities beyond the SSI project phase end date (31 March 2028).
Funding is also available for equipment and subscriptions; however, this does not include the purchase of computers, laptops, tablets, monitors, or printers.
In general, we can support any expenses that come with a receipt and proof of purchase, provided they align with your Fellowship objectives and with the University of Edinburgh Finance Expenses Policy. Before proceeding, you must submit a funding request for approval of the expenses, and we will assess each request on a case by case basis.
If you have any questions, please email fellows-management@software.ac.uk
Example acceptable expenses
Registration fees
- Conferences
- Workshops
- Training
Software subscriptions
- Platforms for running events
- Video conferencing services (such as Zoom or Gather.Town)
- Captioning and transcription services (such as Otter.ai)
- Feedback and Q&A services (such as Sli.do or Mentimeter)
- Streaming services (such as Restream)
- Event management (such as Meetup or Easychair)
- Specialist software licences for running the event (strong justification needed and approved on a case-by-case basis)
- Domain names
Small hardware accessories (we cannot cover the purchase of computers, laptops, tablets, monitors or printers)
- Headset
- Microphone
- Webcam
- Visualiser
Speakers, instructors and helpers
- Speaker fees (this counts as taxable income)
- Instructor fees (for repeat helpers/instructors, this counts as taxable income)
- Honorariums (such as vouchers as a one-off “thank you”, otherwise considered taxable income - see Note on Honorariums below)
Prizes for online events
- Vouchers (such as. Redbubble, Amazon, Love2Shop, etc.)
Sponsorship of events
In-person event costs
- Travel
- Accommodation
- Subsistence
- Catering
- Room hire
- Audio/visual
Article Processing Charges (APCs)
Note on Honorariums
If the volunteers are neither University of Edinburgh students nor existing staff members then it is possible to offer them gifts as a thank you without attracting tax reporting or payment obligations for the University of Edinburgh or the volunteers.
However, it is best practice to avoid giving anything that sets a precedent of expectation on the part of the volunteer (e.g. if they are regular volunteers who have become accustomed to receiving gifts of vouchers or other items from the University which then incentivises them to volunteer for work again in future.There is a risk that the individual shifts from being a volunteer to being an employee).
It is also important not to give gifts that the volunteer can benefit from financially such as money, vouchers exchangeable for cash or tangible gifts of appreciable value, as these may be liable for tax or could affect those claiming state benefits.
As mentioned above, care should be taken with gifts that may be regarded as a reward or perk (something that the volunteer gains in exchange for volunteering), as this may contribute to the creation of a contract with the volunteers, giving them worker or employment status with the associated rights (including National or Living Wage).
In summary, a genuine one-off gift which a volunteer had not expected to receive, with no obligation and of a reasonable / proportionate amount is acceptable (in terms of value, £50 is lower risk, with £100 being at the top end of the 'reasonable' range) as it is meant to be a simple 'thank you'.
Back to Guidelines for reimbursement of expenses supported by the Software Sustainability Institute