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Award Transfer

Since awards are granted to the Institution and not in an individual capacity to the PI, you will need the support of the institution to effect the transfer. Note for newly arriving UM faculty from other institutions who are transferring awards: Steps should be initiated at your originating institution and your originating Sponsored Research Office should contact ORA well in advance of your arrival. In general, award transfers take on average up to 6 months to complete. Therefore, it's important to start early by notifying the original institution's research administration office.

If you have accepted a position at another institution and desire to transfer any current awards you may have at UM, you must, as early as possible, discuss the transfer with your Department Chair, the agency and ORA. Transferring an award from UM to another institution is an action which must be approved by the awarding agency, and all such requests must be routed through the Office of Research Administration and Advancement (ORA). Some agencies, such as National Science Foundation (NSF) and National Institutes of Health (NIH) have standardized this procedure and require submission of forms bearing institutional signatures. Other sponsors prefer that a substitute PI is designated at UM and the remaining work subcontracted to your new institution.

In all instances, in addition to agency-required forms, the Office of Research Administration and Advancement requires a letter, signed by the PI and the Department Chair, documenting the request for transfer.

Download both sample award transfer letter and a template (zip)


Transferring a National Institues of Health (NIH) Grant

Steps:

  • Notify your Department Chair.
  • Notify the Program Officer at the awarding NIH institute or center
  • Notify your Contract Administrator at ORA.
  • Complete the form PHS 3734 , "Official Statement Relinquishing Interests and Rights in a Public Health Service Research Grant." This form is available in pdf format on-line, with some of the fields pre-populated for your convenience.
  • Generate a memo requesting transfer of the award. The memo should be from the Principal Investigator addressed to the Office of Research Administration and Advancement, and should include:
    • PI's name
    • Agency name
    • Grant/Award number
    • Amount of unobligated funds remaining
    • Institution to which transfer is requested
    • Contact information for a Grants Manager or Authorized Representative at recipient institution
    • Requested date of award's termination at UMCP
    • Signature of Principal Investigator
    • Signature of PI's Department Chair
    • Submit the signed letter and completed form to your
    • Contract Administrator at ORA. Institutional signature is contingent on delivery of these items.

Transferring a National Science Foundation (NSF) Grant

Steps:

  • Notify your Department Chair.
  • Notify the Program Officer at NSF.
  • Notify your Contract Administrator at ORA.
  • A PI Transfer Request must also be initiated via FastLane. Detailed instructions on submission of the transfer request are available electronically on the NSF website .
  • Generate a memo requesting transfer of the award. The memo should be from the Principal Investigator addressed to the Office of Research Administration and Advancement, and should include:
    • PI's name
    • Agency name
    • Grant/Award number
    • Amount of unobligated funds remaining
    • Institution to which transfer is requested
    • Contact information for a Grants Manager or Authorized Representative at recipient institution
    • Requested date of award's termination at UMCP
    • Signature of Principal Investigator
    • Signature of PI's Department Chair
    • Submit the signed letter and completed form to your Contract Administrator at ORA. Institutional signature is contingent on delivery of these items.

Transferring a National Aeronautics and Space Administration (NASA) Grant

Steps:

  • Notify your Department Chair.
  • Notify the Office of Contract and Grant Accounting (OCGA) - Rob Thompson, ext. 56676
  • OCGA prepares the SF-425 Federal Financial Report (Final Expenditures are agreed upon by OCGA and Department)
  • OCGA sends the final financial report to NASA
  • Department records any final adjustments/transfers into FRS
  • PI sends all required final reports
  • NASA will issue award modification to deobligate funds awarded to UM.
  • NASA then obligates funds to the PI's new institution

Transferring Awards from other Agencies/Corporations/Foundations

Steps:

  • Notify your Department Chair.
  • Notify the Program Officer at the awarding entity.
  • Notify your Contract Administrator at ORA.
  • Complete any agency/corporation/foundation form(s) as identified by your Program Officer and/or Contract Administrator.
  • Generate a memo requesting transfer of the award. The memo should be from the Principal Investigator addressed to the Office of Research Administration and Advancement, and should include:
    • PI's name
    • Agency name
    • Grant/Award number
    • Amount of unobligated funds remaining
    • Institution to which transfer is requested
    • Contact information for a Grants Manager or Authorized Representative at recipient institution
    • Requested date of award's termination at UM
    • Signature of Principal Investigator
    • Signature of PI's Department Chair
    • Submit the signed letter and completed form to your Contract Administrator at ORA. Institutional signature is contingent on delivery of these items.

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