Faculty Transfers - Incoming

All sponsored award transfers to UMB must be routed as proposals in Kuali Research, UMB’s internal proposal development and routing system.

Department administrators work with incoming faculty and Sponsored Programs Administration (SPA) to prepare and route transfer proposals, including required documentation, budgets, and (when applicable) subaward materials. Principal investigators are responsible for certifying transfer proposals prior to submission.

Detailed instructions on proposal development, system access, user roles, and routing requirements are provided on the Proposal Development section of this site.

For assistance with award transfers, contact your department administrator or the SPA Proposals Team.

Some sponsors require that principal investigator (PI) accounts in sponsor systems (such as NIH eRA Commons or NSF Research.gov) be affiliated with the University of Maryland, Baltimore (UMB) before an award transfer can be processed.

Department administrators and Sponsored Programs Administration (SPA) will assist incoming faculty with identifying sponsor system requirements and coordinating any needed account updates as part of the transfer process.

Detailed information about sponsor systems, account setup, and affiliation requirements is available on the Proposal Development section of this site.

For questions related to sponsor requirements for award transfers, contact your department administrator or the SPA Proposals Team.

Sponsor requirements for transferring an award vary. The following information is typically needed to determine sponsor requirements and to route transfer proposals in Kuali Research:

• Copies of current award documents (grants or agreements) for all active awards
• Copies of the most recent proposal or progress report
• Contact information for each sponsor (if not included with the award document)
• Information about pending proposals likely to be funded
• Contact information for the institutional sponsored programs representative at the former institution

A proposal must be routed for each award being transferred. If a subaward will be issued from the former institution for ongoing collaborative work, the scope of work and budget for each project must also be routed.

See the SPA Procedure

Work with your department administrator to develop budgets for awards being transferred to UMB. SPA can provide guidance on sponsor policies and UMB procedures; however, responsibility for budget development rests with the department.

Key considerations include:

• Budget period: Typically from the date of transfer to UMB through the end of the current budget period
• Budget amount: Total direct and F&A costs should equal the unobligated balance reported by the former institution
• Facilities and Administrative (F&A) costs: UMB’s negotiated rates apply
• Fringe benefit rates: UMB rates apply
• Effort commitments: PI and key personnel effort should be consistent with the original award unless sponsor approval for a reduction has been obtained
• Subawards: Budgets, justifications, scopes of work, and (for federal awards) negotiated F&A rate documentation are required from subrecipients

Compliance approvals should be initiated as early as possible to avoid delays in award issuance.

Training (as applicable)

• Use of human subjects in research
• Use of animals in research
• Training related to biosafety/environmental health and safety
• PHS-required training in financial conflict of interest

Protocol Submissions

Submit protocols as early as possible so that the approvals are in place by the time the sponsor is ready to issue an award. Request access to Cicero to complete required research registrations.

• IRB (regarding human subjects)
• IACUC (regarding animal use)
• IBC (Institutional Biosafety Committee): Register use of infectious agents, select agents, pathogens, recombinant DNA or RNA, toxins, non-human primates, sheep, goats, and material of human origin.
• Radiation safety

Foreign Nationals and Export Compliance

Departments should work with the Office of International Services to obtain the appropriate visa for any new employee or visiting scientist who is not a U.S. citizen or a U.S. permanent resident. ORD export compliance staff will review proposed activities to determine whether export licenses or other authorizations are required.

Work with your department administration to facilitate deemed export review for foreign national employees and visiting scholars.

Any equipment being transferred to UMB must be reviewed and accepted by Sponsored Programs Administration (SPA). A list of transferred equipment should be submitted to SPA, which will coordinate with Financial Services to ensure items are properly recorded in UMB’s inventory system.

If research materials are being brought to UMB from a former institution, a Material Transfer Agreement (MTA) may be required.

• Active MTAs at the former institution should be terminated.
• The provider organization will advise whether the material should be destroyed or returned, or it may give permission to transfer the material to UMB.
• A new MTA between the provider organization and UMB is required before materials can be transferred.