Grants Transfers at UNCG
Transferring awards
The Office of Sponsored Programs will try to make the process of transferring your grant as smooth and speedy as possible. The procedures for transferring grants between institutions can involve significant amounts of both time and administration; we aim to minimize delay and to handle the administration on your behalf.
Whether you are transferring into or out of UNCG, we would urge you to contact us as soon as you know that you will be moving.
Information for transferring grants is listed below, but we would be happy to advise you on your individual situation.
Step-by-step: a summary of the main stages in the transfer process
Transferring a grant into the university: a summary of the procedures if you are joining UNCG
Transferring a grant out of the university: a summary of the procedures if you are leaving UNCG
Intellectual Property (IP) and transfers: an explanation of how we can protect your IP
Contractual issues: guidance on transferring grants where a contract or consortium is involved
Step-by-step
In our experience, transfers can take place up to two months depending on the sponsor, and even longer if the grant is complicated (e.g., staff retention/relocation, equipment and IP). You should prepare for a wait of three to four months before the funds reach your new university.
Your new department will be able to advise you on the possibility of bridge funding (e.g., Assumption of Risk at UNCG) to ensure that you are able to continue your research while waiting for the transfer.
Here are the key steps in the process:
1. Notify all parties involved of your intention to transfer your award and offer a proposed date for the transfer to become effective. It may be possible to organize some bridge funding at this stage from your new institution.
2. There may be forms for completion at this stage. The sponsor will let you know what is required when you contact them.
3. The institutions involved will need to contact each other and exchange any necessary paperwork.
4. You will need to confirm any arrangements for staff and equipment on the award.
5. The appropriate organization at each institution will communicate with you on any IP issues that will need to be resolved prior to transfer.
6. All forms will be completed and returned to the sponsor.
7. The sponsor will request a final expenditure statement or closing budget that may also need to be reviewed and confirmed by your new institution.
8. The sponsor will re-issue the award, usually in the form of a revised award letter addressed to the new institution.
9. The transfer is complete and the funds are available in your new institution.
Transferring a grant into the university
As soon as you know you will be moving, please contact the following people:
Your current department
Your new department at UNCG
Your point-of- contact in the Office of Sponsored Programs
Your sponsor
Any staff employed on the project - consult your current Human Resources department for assistance if staff are going to transfer with you, or will need alternative employment once the project is transferred; if you encounter any problems, Human Resources will be happy to assist
You will also need to contact our Accounting Services office to advise the Fixed Assets Section of any equipment coming into the University, as this will need to be included in the Fixed Assets accounting records
We offer the following service to assist with the transfer:
The Office of Sponsored Programs will seek confirmation of the transfer from your new department at UNCG
We will write to the sponsor to confirm UNCG’s acceptance in principle and will deal with any documentation that may be required from us by the sponsor
We will contact your current university to negotiate and confirm the arrangements for any staff employed on the grant, any equipment belonging to the project, and any arrangements for the protection of intellectual property relating to this piece of research
We will discuss with your new department the possibility of bridging funds to enable the project to continue without interruption on your arrival at UNCG, especially if the transfer is likely to be long or complex
We will take care of any contractual issues relating to the transfer.
The Office of Contracts and Grants will handle any correspondence from the sponsor relating to the closing budget, and will communicate with you or your new department; some sponsors require us to review and confirm the funds remaining, and to put together a proposed continuation budget, before the award is re-issued
We will receive and check the re-issued award letter, and will accept on your behalf
The Office of Contracts and Grants will activate the grant at the University so that the funds are available for your research
Transferring a grant out of the university
As soon as you know you will be moving, please contact the following people:
Your current department
Your new department at your new university
Your Office of Sponsored Programs’ point-of-contact
The research office at your new university
Your sponsor
Any staff employed on the project - consult Human Resource Services for assistance if SPA staff are going to transfer with you and the Provost’s Office if any EPA staff are going to transfer with you, or will need alternative employment once the project is transferred
You will also need to contact our Accounting Services office to advise the Fixed Assets Section of any equipment that will be transferred out of the University, as this will need to be removed from the Fixed Assets accounting record
We offer the following service to assist with the transfer:
The Office of Sponsored Programs will seek confirmation of the transfer from your current UNCG department, and the Office of Contracts and Grants will check with them the value of remaining funds to be transferred
We will write to the sponsor to confirm UNCG’s acceptance in principle and will deal with any documentation that may be required from us by the sponsor
The Office of Contracts and Grants will contact your new university to confirm the approximate value of remaining funds to be transferred, and to confirm the arrangements for any staff employed on the grant, any equipment belonging to the project, and the Office of Innovation Commercialization will make any arrangements for the protection of intellectual property relating to this piece of research
We will take care of any contractual issues relating to the transfer.
The Office of Contracts and Grants will provide the sponsor with a closing budget or final expenditure statement and will deal with any correspondence on budgetary issues
The Office of Contracts and Grants will close the record at UNCG once the sponsor confirms that the transfer has been approved
IP and contractual issues
In both transfers in and transfers out of UNCG, it makes sense to document any IP created while at your former institution so as to avoid future ambiguity over ownership. Please send a list of such IP to the appropriate offices of both institutions.
It is also important to ensure that your former institution communicates with sponsors and collaborators on existing research agreements to transfer the agreement to your new institution. For transfers out of UNCG, please contact the Office of Innovation Commercialization as early as possible.
Need further information?
Please contact your Office of Sponsored Program Specialist
