The transfer of an award from one institution to another can be a complex and time-consuming action, and a number of potential issues should be addressed prior to the transfer. An award transfer to a new institution is not simply the change of a name on the award or a check sent by UH to the new institution. When a Principal Investigator (PI) of an award wants to transfers their award(s) to another institution, as grantee institution, the UH Department Chair or Dean must approve the relinquishment of the award and formally relinquish the award and equipment to the PI’s new institution. The awarding agency or sponsor must also approve of all grant/contract transfers.
Should it be decided that UH will retain and reassign all or a portion of the award(s) to a new PI, an administrative transmittal copied from the original transmittal with the approvals of all of original approvers is required by OCG at the time a request to transfer a grant to another institution is being made.
The chart below outlines the steps, the responsible office or person, and the time it typically takes to complete a PI transfer out to another Institution.
|Steps||Responsible Office or Person||Timing|
The PI initiates the transfer process by notifying UH Office of Contracts and Grants (OCG) and the Department Chair of the intent to transfer the award(s). **
|PI||30 - 60 days prior to leaving UH|
Complete the “exit checklist” and submit to OCG.IMPORTANT – award end date must be the last day of a month for UH closeout purposes
|PI||30 - 60 business days|
|Formal approval / denial to relinquish all are part of the award(s) sent to OCG||Department Chair/Dean||3 - 5 business days|
|Contact the sponsor and send an official letter/relinquishment of the award(s)||OCG Post Award Research Administrator (RA)||7 – 10 business days|
**optional for UH retained / reassigned awardsAdministrative Transmittal routed to OCG
|Department Chair/Dean||5 – 7 business days|