1) How do I close a sponsored award?
The principal investigator (PI) must submit, in a timely manner, all final technical reports, patent reports, invention statements, and/or other non-financial statements or reports required by the sponsor and provide copies of all reports to Research Administration (RA). Post Award must submit, in a timely manner, all financial reports required by the sponsor, including the final property report and the contract's release of claims and/or contractor's assignment of refunds, rebates, credits, and other amounts. These actions allow the award to be closed as promptly and efficiently as possible. The Property Accounting Department is responsible for the final property inventory. For more information read the Close-Out Policy and visit the Closing Out Award Procedures page.
2) Can I transfer my award(s) to another institution?
The University will approve the transfer of an award to another institution under the following conditions:
- The principal investigator/project director (PI) is transferring to another institution and the project is an individual research project that cannot logically be completed by another individual at the university or there is no individual at the university qualified and available to complete the project;
- A subcontract with the new institution is not feasible;
- The department chairperson and dean of the PI agree to the transfer; and
- Sponsor policy permits or requires the project to be transferred.
View the
Grant/Contract Transfers Policy for more information. Read the procedure for
Transfer to Another Institution.
3) Can I transfer equipment purchased with sponsored awards to another institution?
Capital equipment purchased or provided by sponsored awards may be transferred to another institution providing all of the following conditions are met:
- The award will be transferred to the same institution to which the equipment will be transferred and the transfer is approved by the sponsoring agency;
- The principal investigator (PI) and the department chair have determined the university will no longer need the equipment and approve the transfer;
- The institution to which the equipment will be transferred agrees in writing to accept title and accountability for the equipment; and
- The university will not incur any cost for packing and shipping the equipment, unless stipulated in the award.
View the
Grant/Contract Transfers Policy for more information. Read the procedure for
Transfer to Another Institution.
4) What happens if there are still funds remaining when my sponsored program has been completed?
The University will accept fixed price awards and will encourage negotiation that will ensure costs incurred will not exceed the agreed upon amount. Departments receiving these awards are responsible for charging all appropriate expenses to the award. All residual fund transfers must be reviewed and approved by the Research Administration (RA).
Large residual fund balance transfers (amounts greater than 20% of total payments received) will:
- Be reviewed to ensure all costs have been charged to the award
- Require written justification to transfer to a designated account
- Require a certification by the principal investigator (PI) that all work has been completed
For more information read the Residual Balance Policy and the Close-Out Policy and visit the Closing Out Award Procedures page.
