Part 5 – The Applications Process

Applications for grants will only be accepted through the Grant Application Form. Bids should be submitted at least two months prior to the start of the expedition. Exceptionally, late bids may be considered.

The online form has the facility to save partially completed forms, so applicants are advised to start completion as early as possible.

Formal approval of the expedition by the appropriate Service or Cadet Authority, and political clearance where necessary, is normally required. The sponsoring officer (usually the Unit or Establishment Commanding Officer) is to certify on the On-Line Form that the expedition has that approval, and will be conducted in accordance with the regulations of the appropriate Service authorities. Applications should be submitted on time even if political clearance and confirmation of numbers have to follow (this should be annotated in the box (eg, ‘JSATFA clearance applied for’)

A grant may take the form of:

  • A ‘top-up’ grant, providing flexible and responsive financial support for expeditions unlikely to attract external sponsorship, in order to help make the opportunity affordable to all members of a unit (a ‘top-up’ grant).
  • A ‘pump-priming’ grant, providing early funds for major, high-profile and costly expeditions during the early critical phase of a project, to enable planning to proceed. These expeditions would normally be ambitious and remote, with senior level endorsement of the parent service, and / or an appropriate service association, club or learned society. Such endorsement together with a grant from the Ulysses Trust provides potential to attract further financial sponsorship and support. In such cases, and certainly if considering a bid of more than £10,000, expedition planners should contact the Operations Director as early as possible and before submitting a formal application, for an informal discussion on the support that the trust might be able to provide.

Other Benefactors? Any information reflecting that the expedition organiser has not just applied to the Trust? Unit fund raising etc.

Applicants should note:

  • Grants are made for the support of a specific expedition as outlined in the unit application. It must be used exclusively for that expedition; it may not be used for payments to other sponsors or charities.
  • How the grant is used is then up to the discretion of the Expedition Leader and Unit Commander. Grant money should be directed towards those whose need is greatest, in the judgement of the Grant applicant.
  • Applicants are advised to ask for what is needed and not to inflate the sum on the basis it may suffer a percentage cut. A realistic, well-justified application will be better received.
  • Grants of up to £10,000 may be authorised by the Applications Committee; grants in excess of this require the authorisation of the Trustees. In the latter case, supplementary information may be requested, so late applications will rarely be considered.
  • Organisers of expeditions involving major up-front costs are advised to discuss their plans with the Operations Director Kevin O’Brien & Polly Marsh ops@ulyssestrust.onmicrosoft.com or kev46@hotmail.com as early as possible and prior to submitting an application in order to determine the extent of UT’s possible involvement.
  • It is particularly important that all applications include comprehensive and robust income and expenditure totals for all eligible participants, although it is appreciated that in pump-primer applications, figures may be estimates. It must include the total of the expected personal contributions from all entitled (Reserve or Cadet) expedition members.
  • Remember you MUST tell us how many Cadets are on Free School Meals or Pupil Premium. For VR and UOTC applications, the figures will be zero.
  • Cadet Expedition Applicants: It is important that you advise, where requested on the Application Form, the number of Adult Instructors who are Armed Forces Veterans.
  • Applications should be carefully scrutinised for accuracy before final submission. Applicants will be notified by e-mail of the status of their submission.

Click here for the Grant Application Form