Grant Transfer Process

Grant Transfer Process

When a Principal Investigator (PI) or project moves from one institution to another, transferring an award generally requires:

• Prior approval from the sponsor
• Written approval from the University, documented through a Relinquishing Memo
• Written approval and acceptance from the new institution's authorized official(s)

All award transfers begin with the institution the PI is leaving, and it is the PI's responsibility to initiate the transfer process.Before moving to a new institution, the PI must notify:

• The sponsoring agency, and
• The exiting institution’s Office of Sponsored Projects (or equivalent).

Transfer Timeline

Transfer - Incoming Faculty

Key Things to Know

Tips for Your Transfer

Transfer of an Active Award to the University of Kentucky

List infographic

PI Initiates Transfer

Internal Approvals & Sponsor Coordination

Transfer Application & Relinquishment Documentation

Research Continuity & Expected Accounts

Award Receipt & Project Activation

Step 5: Award Receipt & Project Activation

Once sponsor approval is received:

• UK establishes the awarded project account
• Spending authority is activated
• Personnel appointments and payroll distributions are finalized
• Compliance approvals are confirmed
• Subawards are issued as needed
• Kick-off meetings and post-award management begin

The project then transitions into standard UK award management and monitoring processes.Ongoing responsibilities may include:

• Monitoring expenditures and budget periods
• Reviewing financial reports
• Managing cost sharing commitments
• Approving subrecipient invoices
• Coordinating sponsor prior approvals and project changes
• Ensuring compliance with sponsor and UK requirements

Step 4: Research Continuity & Expected Accounts

To minimize disruption to ongoing research activities, UK coordinates operational planning before the award is fully transferred.This may include:

• Establishing “Expected” grant accounts when appropriate
• Coordinating payroll and effort management
• Hiring and personnel transitions
• Confirming compliance approvals are active
• Reviewing subawards and vendor agreements
• Coordinating research space and operational support

Early planning is especially important for active studies, personnel-supported projects, and ongoing participant activities.

Step 3: Transfer Application & Relinquishment Documentation

The PI and UK research administration teams prepare and submit the sponsor-required transfer application package.Typical application materials may include:

• Updated budget and justification
• Facilities and resources documentation
• Compliance approvals
• Revised project dates
• Progress reports or scientific updates
• Updated biosketches and other support
• Equipment inventories
• Confirmation that the scope of work remains unchanged

At the same time, the relinquishing institution completes:

• Relinquishment statements/forms
• Final financial reporting
• Payroll and expenditure reconciliation
• Equipment transfer approvals
• Final invention/property statements (if required)
• Subaward closeout activities

Applications are routed through UK institutional approval channels and submitted through the sponsor’s required system.

Step 1:PI Initiates Transfer

The Principal Investigator (PI) notifies:

• Their current institution
• The sponsor/program officer
• Appropriate departmental leadership at both institutions

Initial discussions should confirm:

• Sponsor approval requirements
• Eligibility of the award for transfer
• Availability of facilities/resources at UK
• Proposed transfer timeline
• Whether subawards or equipment will transfer

Transfers generally begin with the relinquishing institution and require coordination between both institutions’ sponsored projects offices.

Step 2: Internal Approvals & Sponsor Coordination

The relinquishing institution begins internal transfer and closeout processes while UK begins institutional planning and approval routing.This phase may include:

• Internal institutional approvals
• Sponsor notification and coordination
• Budget review and revisions
• Staffing and space planning
• Cost sharing and subrecipient discussions
• Review of pending prior approvals

Most sponsors require approval before funds can transfer to UK. Sponsors may request:

• Formal relinquishment documentation
• Transfer applications from UK
• Updated budgets and project dates
• Scope confirmation and scientific updates

Close coordination with sponsor grants management and program officials is critical during this phase.

The timeline for institutional transfers can be lengthy. In general:

• The relinquishing institution typically requires up to 90 days after the revised project end date to complete closeout procedures.
• Once closeout is complete, it may take an additional 30-90 days for the award to be formally relinquished and for the new institution to submit a transfer application.
• After submission, it may take another 2-3 months for the sponsor to issue a new award to the receiving institution.

Overall, the full transfer process can take up to one year (and sometimes longer). Because of this, it is essential for the PI to review the requirements early and collaborate closely with both institutions' sponsored projects offices throughout the transition.

Important Grant Transfer Tips

Communicate EarlyNotify your CGS Grant Transfer Team as soon as a move is being considered. Early planning helps avoid delays and improves sponsor coordination.Meet Regularly with Your Support TeamSchedule recurring check-ins with:

• CGS Transfer Team
• College/department administrators
• Research support staff

Establish Expected Accounts EarlyWork with CGS to set up expected (advance) accounts when allowable to help maintain research continuity during the transfer process.Coordinate Compliance ApprovalsBegin IRB, IACUC, IBC, COI, research security, and international component reviews as early as possible. Research activities may pause until approvals are complete.Update Sponsor Documents

• SciENcv Biosketch
• Current & Pending (Other) Support
• Institutional affiliation and effort commitments

Review Budget & Effort Expectations

• Effort commitments align with UK expectations
• Fringe and F&A differences are understood
• Sponsor budget revisions are addressed early
• Plan for a “New Award” Process
• Grant transfers often function like setting up a new award rather than a simple administrative transfer. Expect:
• New documentation
• Revised timelines
• Additional sponsor requests

Key Things to Know

• Grants do not automatically transfer — awards belong to the institution, and sponsor approval is required.

• Transfers take time — onboarding, account setup, compliance approvals, and sponsor processing can delay access to funds.

• Budgets may change — remaining balances may be lower than expected due to prior commitments or expenses.

• Compliance approvals must be re-established — IRB, IACUC, COI, research security, and other approvals are institution-specific.

• Personnel, data, and equipment may not transfer easily — staffing, subawards, MTAs, DUAs, and equipment ownership can create additional delays.