Faculty Transfers - Outgoing

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.

The UMB Departing Investigator form (UMB login required) is used to obtain approvals and notify both SPA and SPAC that a principal investigator (PI) for one or more active sponsored awards is leaving UMB. This form may be used for all departures, whether transfer, retirement, or other situations, and should include unfunded agreements. Initiate the form once the departure information has been made public. Contact SPA and/or your SPAC team if you have questions about the process.

Award Dispositions

The transferring PI may request that their grants and equipment purchased with grant funds be transferred to their new organization. Be aware that not all transfer requests are approved.
- If some project work continues at UMB, a subaward from the new organization may be proposed.
The award may stay at UMB. In the case of awards that will stay at UMB, route a Change of PI proposal in Kuali Research (in addition to submitting the Departing Investigator form).
The award may be terminated.

Procedures

Approval: Transferring awards and equipment to another institution requires the prior written approval of the department chair, the dean, and SPA. The Departing Investigator form must list the awards and equipment that the PI wishes to transfer. For each item of equipment, provide the project ID used to purchase it. SPA cannot sign any documents required for the transfer of an award or equipment (relinquishing form, contract amendment, etc.) without the dean's approval for the transfer.

Transfer: Once approved, each transferring award will be handled on a case-by-case basis, following the sponsor's instructions for award transfer. A relinquishing statement, final fiscal report, or final invoice, and the final invention report signed by the PI are commonly required from UMB. Some sponsors also require a final progress report.

Responsibilities

The department is responsible for reconciling each project in cooperation with SPAC.

The department is responsible for initiating the UMB Departing Investigator form and for overall management of the approved actions.

The PI is responsible for submitting final technical (program) and invention reports for all awards that have terminated or will terminate upon the PI's departure.

The PI and department are both responsible for identifying unfunded agreements (such as material transfer agreements or data use agreements) and submitting requests to amend or close out, as appropriate. These unfunded agreements should be included on the Departing Investigator form.

Material Transfer Agreements - work with the Center for Clinical Trials and Corporate Contracts (CCT)

The department is responsible for requesting the closeout of subawards issued under awards that will transfer or terminate.

Notify the subrecipient.
Request the final invoice and work with Accounts Payable to make the final payment.
Submit a Subaward Request to early terminate the subrecipient agreement. Subaward Request - Early Termination

The PI is responsible for working with the sponsored projects office at the new institution regarding forms and documents to be sent to the sponsor from the new institution.