Faculty Transfers - Outgoing

For each active award, one of the following outcomes will apply based on sponsor requirements and institutional approvals:

• Award Transfer: The PI may request to transfer eligible awards and associated equipment to the new institution. Approval is not guaranteed and is subject to sponsor and UMB review.
• Award Retained at UMB: If an award remains at UMB, a change of PI request must be routed as a proposal in Kuali Research  (in addition to the Departing Investigator form). In some cases, a subaward may be issued to support the departing PI’s continued involvement at the new institution.
• Award Termination: Some awards may be closed out upon the PI’s departure. If project work continues at UMB or at the new institution, follow the procedures for subaward requests, including prior approval of the subaward (if required) and budget modification.

Prior written approval from the department chair, dean, and SPA is required to transfer awards or equipment to another institution.

• The Departing Investigator Form must identify all awards and equipment proposed for transfer.
• For each item of equipment, the project used to purchase the equipment must be specified.
• PA cannot execute relinquishing statements, contract amendments, or other transfer documents without documented dean approval.

Each award transfer is handled on a case-by-case basis, following sponsor-specific requirements. Common sponsor deliverables may include:

• A relinquishing statement
• Final fiscal report or invoice
• Final invention report (signed by the PI)
• Final progress or technical report (if required)

Department Responsibilities

Departments are responsible for:

• Initiating the Departing Investigator Form
• Coordinating overall transfer or close-out actions
• Reconciling project finances in collaboration with SPAC
• Managing subrecipients, including:
• Notifying subrecipients
• Requesting and processing final invoices
• Submit a Subaward Request to early terminate the subrecipient agreement

PI Responsibilities

• The departing PI is responsible for:
• Submitting all required final technical (program) and invention reports
• Coordinating with the sponsored programs office at the new institution regarding sponsor-required forms and documentation

If an award cannot be transferred:

• UMB may issue a subaward to the departing PI’s new institution to support continued project effort, subject to sponsor approval and standard subaward procedures.

If the new institution issues a subaward back to UMB to support continued effort by UMB personnel:

• A subaward proposal must be routed following UMB procedures.

Departments and PIs are encouraged to plan ahead to avoid delays or compliance issues:

• Notify subrecipients early and close out subawards associated with transferring awards
• Confirm that all required financial, technical, and invention reports have been submitted
• Close or transfer associated research-related items, including:
  • Material Transfer Agreements (MTAs)
  • IRB and IACUC protocols
  • Environmental Health and Safety matters (e.g., hazardous materials disposal)
  • Conflict of interest disclosures
• Notify SPA if the departing faculty member serves as a mentor or sponsor on a fellowship

UMB Policy on Transfer of Equipment

Equipment transfer request template 

Tips for smoother transfers

Standard Operating Procedure on Departing PI Award Disposition

Standard Operating Procedure on Transfer of Equipment with Departing Faculty