Procedure Library

Transfer a Grant to the University of Utah

Purpose

To outline the key steps required to transfer a sponsored project (grant or other award) to the University of Utah when an investigator joins the institution.

Applicability

This guidance applies to Principal Investigators (PIs) relocating to the University of Utah who intend to transfer an active sponsored project from a previous institution. 

For additional detailed information, refer to Institutional Transfers.

Instructions

1. Initiate the Transfer Process
   The department administrator should create a Document Summary Sheet (DSS) in eProposal for each incoming project.
   
   1. Incoming investigators may not appear in eProposal if:
      • They do not yet have a University Network ID (uNID), or
      • They are not active in Human Resources, or
      • Their appointment does not yet qualify them for PI eligibility.
2. Ensure the Investigator is Added to eProposal
   To add the PI into eProposal:
   1. The investigator must obtain a uNID and a non-paid job code (for onboarding and system access).
   2. Once these are active, email OSP with:
      • The investigator's name
      • uNID
      • Request for the investigator to be added to the eProposal
   3. After OSP adds the investigator, the DSS can be initiated.
3. Affiliate External Sponsor Accounts
   If required, the PI must follow the University's processes to affiliate existing sponsor accounts, including:
   • eRA Commons affiliation
   • NSF Research.gov affiliation
4. Provide Transfer Information to the Department and SPO
   • Inform your University of Utah department administrator of all projects you intend to transfer.
   • The department administrator and the OSP Officer will coordinate the transfer process after:
     • the previous institution relinquishes the award, and
     • required documentation is provided.
   • Review Institutional Transfers - Incoming, to understand what documents you must provide.
5. Research Compliance Requirements
   If the project involves
   • human subjects
   • animals 
   • infectious agents
   • select agents
   • recombinant DNA/RNA
   • other regulated materials
     
     Contact the relevant University compliance office for training requirements and assistance with protocol preparation and submission.
6. Enter the Proposal in eProposal
   Working with your department administrator:
   • Enter all project information into eProposal for DSS routing and approval.
   • Prepare a complete budget, including:
     • appropriate F&A (indirect) costs
     • fringe benefit rates
   • Identify subrecipients (if applicable) and include:
     • subrecipient budgets
     • documentation for co-investigators still at the prior institution
     • in some cases, a subaward may need to be issued to the former institution
   • Complete required eProposal questions and route for approvals.
7. Follow Sponsor Transfer Requirements
   Sponsors typically require:
   • institutional information about the University of Utah
   • facility and resource descriptions
   • a budget for the remaining project period
   • a summary of changes, if any, during the transfer
   • confirmation that the project can continue as originally proposed
     
     Follow the sponsor's instructions for submitting transfer materials.
8. Request a Preliminary Project (If Needed)
   If spending must begin before the sponsor formally issues the transfer award:
   • Work with your department administrator to request a preliminary project (pre-award spending account).
9. Award Setup and Notifications
   Upon receipt of the notice of award, the Award Receipt & Setup process will be initiated.

Related Policies and Procedures

• Institutional Transfers