Pi and Grant Transfers: Procedures

Forms / Instructions

The following instructions and forms support this policy:

Grant Transfer Request Form

Roles & Responsibilities

Responsibilities	PI	Dept Admin	Grants & Contracts	Finance	Faculty Affairs
Contact the Sponsoring Agency, Department, and Grants & Contracts in advance of the transfer date	P	S
Complete the Agency Relinquishing Statement, Grant Transfer Request Form, and Final Invention Statement (if applicable)	P	S
Include appropriate paperwork with requests to transfer the grant, including detail of any materials or equipment	P	S	S
Contact all subrecipients to let them know that there is an anticipated change to their contracted end date and amend the contract			P
Review Grant Transfer Request Form and discuss any outstanding issues or action items	S	S	P	P
Relinquish the grant	S	S	P	S	I
Issue final financial report to sponsors				P
Process any new PIs through the faculty appointment procedures					P
Terminate any faculty appointments at WMC for departing PIs					P

KEY

P = PRIMARY RESPONSIBILITY

S = SECONDARY RESPONSIBILITY

O = INSTITUTIONAL OVERSIGHT

O - L = LOCAL OVERSIGHT

I = PROVIDE INPUT

Definitions

Term	Definition
Grantee	The organization or individual awarded a grant or cooperative agreement by NIH that is responsible and accountable for the use of the funds provided and for the performance of the grant-supported project or activities.  The grantee is the entire legal entity even if a particular component is designated in the award document.  The grantee is legally responsible and accountable to NIH for the performance and financial aspects of the grant-supported project or activity.
Preliminary Account	An account established before all parties have signed the contract. Sometimes the agreement language of a grant or contract is still being negotiated on the anticipated start date. In these cases, the PI can request a preliminary account to begin the project because the expenses will be incurred during the proposed project period.
Relinquishing Statement	Official statement relinquishing interests and rights in a federally funded public health service research grant.
Subawards / Subgrants / Subcontracts	As it pertains to this policy, these terms mean an award of financial support subsidiary to a prime award (e.g., a grant, cooperative agreement, and other agreements) made by a prime award recipient to an eligible subrecipient. It also includes awards made by a subrecipient to a lower tier subrecipient. It does not include procurement of goods and services through the funds provided in a prime award.