The Office of Sponsored Programs

Grant Transfers

Award Transfers

The process of transferring awards from one institution to another is not a simple task and requires close coordination between three basic entities: the sponsoring agency, the old institution and the new institution. Normally, two Sponsored Programs offices work in consultation with the principal investigator and his/her department at both the old and new institution.  Items involved include the form of transfer, determination of the unobligated balance, differences in facilities and administrative (F&A) rates and the (possible) funding gaps created by the time required to closeout and re-issue the project. The transfer process can take several months depending on the complexity of the project being transferred and the number of parties involved. Since awards are granted to the Institution and not directly to the PI, institutional support is needed to smoothly and successfully transfer the award.

If you have accepted a position at another institution and want to transfer any current awards you may have at UNCG, you must, as early as possible, discuss the transfer with your Department Chair, the agency and Office of Sponsored Programs (OSP). Transferring an award from UNCG to another institution is an action which must be approved by the awarding agency, and all such requests must be routed through the OSP. 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 UNCG and the remaining work subcontracted to the new institution.

At UNCG, most award transfers involve the National Institutes of Health and the National Science Foundation.  The steps below typify the transfer process for these federal agencies.

 Steps for Transferring a National Institues of Health (NIH) Grant

  • Notify your Department Chair.
  • Notify the Departmental Administrative staff in the Office of the Associate Dean for Research
  • Notify the Program Officer at the awarding NIH institute or center
  • Notify your OSP Grants Specialist and provide the following information.
    • 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 UNCG
  • Grant terminated in accordance with 45 CFR 74.61 or 92.43

Steps for Transferring a National Science Foundation (NSF) Grant

  • Notify your Department Chair.
  • Notify the Departmental Administrative staff in the Office of the Associate Dean for Research
  • Notify the Program Officer at NSF.
  • Notify your OSP Grants Specialist and provide the following information.
    • 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 UNCG
  • 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

Steps for Transferring Awards from other Agencies/Corporations/Foundations

  • Notify your Department Chair.
  • Notify the Program Officer at the awarding entity.
  • Notify your OSP Grants Specialist and provide the following information.
    • 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 UNCG
  • Complete any agency/corporation/foundation form(s) as identified by your Program Officer and/or Contract Administrator.

Transfer and Disposition of Equipment
Equipment purchased using funds from an external sponsor may belong to the University or to the sponsor depending upon the sponsor’s regulations. When a PI needs to transfer equipment purchased with external funding, Fixed Assets should be contacted to provide information about ownership. In most cases, equipment purchased on currently active awards normally transfer to the new institution, but permission must be granted by the department chair for the transfer of equipment acquired from grants, but now owned by UNCG.

Things to Remember

  • Review sponsor requirements
  • Begin the transfer process as soon as possible
  • Send all required forms and documents to the OSP Grants Specialist
  • Review expenditure report with C&G Contract Specialist
  • Freeze project account fund as soon as possible so that the Final Financial Report can be completed
  • Delays are normally caused by:
    • Untimely notice to sponsor & university administrators
    • Incomplete or inaccurate relinquishment statements/notification of transfers
    • Outstanding final reports
    • Progress, invention, and financial
    • Over/Underestimating unobligated balances
    • Untimely submission of transfer application to sponsors (new institution)
    • Untimely submission of FSR from prior institution