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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 UMD 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 UMD, you must, as early as possible, discuss the transfer with your Department Chair, the agency and ORA. Transferring an award from UMD to another institution is an action which must be approved by the awarding agency, and all such requests must be routed through 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 or submitted through the sponsor's electronic systems. Other sponsors prefer that a substitute PI is designated at UMD and the remaining work subcontracted to your new institution.

In all instances, in addition to agency-required forms, ORA 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 Institutes 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.
  • ORA will notify the sponsor officially of the intent to transfer the award
  • 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 ORA, 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, ORA will submit the Relinquishing Statement in eRA Commons.

Transferring a National Science Foundation (NSF) Grant

Steps:

  • Notify your Department Chair.
  • Notify the Program Officer at NSF.
  • Notify your Contract Administrator at ORA.
  • ORA will notify the sponsor officially of the intent to transfer the award
  • A PI Transfer Request must also be initiated via FastLane or Research.gov. Detailed instructions on submission of the transfer request are available on the NSF website in the most current Proposal & Award Policies & Procedures Guide.
  • Generate a memo requesting transfer of the award. The memo should be from the Principal Investigator addressed to the Office of Research Administration, 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 your Contract Administrator in ORA
  • Notify the Program Officer at NASA.
  • ORA will notify the sponsor officially of the intent to transfer the award
  • Notify the Sponsored Programs Accounting & Compliance office (SPAC) contact for NASA accounts.
  • Department records any final adjustments/transfers into KFS.
  • SPAC prepares the SF-425 Federal Financial Report (Final Expenditures are agreed upon by SPAC and Department)
  • SPAC sends the final financial report to NASA
  • PI sends all required final reports
  • Generate a memo requesting transfer of the award. The memo should be from the Principal Investigator addressed to the Office of Research Administration, 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 NASA Grants Official 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 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.
  • ORA will notify the sponsor officially of the intent to transfer the award
  • 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 ORA, 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 new 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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