Pi and Grant Transfers: Procedures



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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.

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