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Faculty Transfers - Outgoing
Faculty Transfers: Leaving UMB
Transferring a faculty member to a new organization is a team effort. Work with Sponsored Programs Administration (SPA) and Sponsored Projects Accounting and Compliance (SPAC) to transfer eligible awards.
Contact your SPA team as soon as possible with the faculty member's name and effective date of transfer, after information about the departure has been made public. Also contact your SPAC team for a portfolio review and assistance with financial close-out.
The transferring principal investigator (PI) may request that their grants and equipment purchased with grant funds be transferred to their new organization. The process is the same for transfer to an academic institution or other types of organizations. Be aware that a for-profit entity (company) may not be eligible to receive funding from some sponsors or some federal grant programs. In addition, there are restrictions on the transfer of equipment to a for-profit entity.
Some awards will stay at UMB, such as clinical study agreements, federal contracts, and many training grants. In these cases, a change of PI request must be initiated.
Transferring awards and equipment to another institution requires the prior written approval of the department chair, the dean, and SPA. A memo of request signed by the PI and the department chair is directed to the dean for approval, and the approved document is forwarded to SPA. The memo must specify (list) the awards and equipment that the PI wishes to transfer. For each item of equipment, provide the project used to purchase the equipment. SPA cannot sign any documents required for transfer of an award or equipment (relinquishing form, contract amendment, etc.) without the dean's approval for the transfer.
Each transferring award will be handled on a case-by-case basis in accordance with the sponsor's instructions for award transfer. A relinquishing statement, final fiscal report or final invoice, and final invention report signed by the PI are commonly required from UMB. Some sponsors also require a final progress report.
The department is responsible for reconciling each project, in cooperation with SPAC.
The department is responsible for managing any subrecipients.
- Notify the subrecipient.
- Request the final invoice and work with Accounts Payable to make final payment.
- Submit a Subaward Request to early terminate the subrecipient agreement.
The PI will work with the sponsored projects office at the new institution regarding forms and documents to be sent to the sponsor from the new institution.