There may be times when the project must be terminated earlier than planned, prior to the project period end date.
Causes for early termination:
Reminder: Grants are awarded to Principal Investigators (“PIs”) at authorized institutions by sponsoring agencies. PIs should bear in mind that awards are made to the Institution, not directly to the PI; therefore, the relinquishing institution must agree to transfer grants if/when the PI relocates to a new Institution.
Options for grants when a PI leaves an institution:
The first step for the PI and DA is to determine what will happen to each of the grants.
-
Retention of Award
- The grant will
remain
at Einstein with a
Change of PD/PI.
-
Relinquishment of Award
- The grant will
transfer
with the PI to the new institution as a
Change of Recipient Organization.
-
Termination of Award
- The grant will
close
either as of it’s original project end date (which is within the transfer period) or as of the PI transfer date as approved by the sponsor.
The PI also must determine if any staff, equipment/property, research materials, animals, or supplies will transfer.
Process and forms needed:
Grant transfers are a very time consuming process that can take months before all items are completely transferred.
- Contact OGS and RF Post Award as soon as possible to begin the process.
-
OGS items needed: In order for the AO to initiate the process in eRA commons, the DA must send OGS the business contact name and the UEI# for the new institution.
-
RF Items needed: The DA must send RF the PI name, list of grants that will transfer, and the effective date of the transfer.
-
The institution that the PI is
leaving
(Einstein)
will submit a
Relinquishing statement
(RS). This is completed by Indranil Basu who confirms the
estimated
unexpended balance with RF post award, signs, and
submits it on eRA Commons. If the link for this form is not present in eRA Commons, Indranil will email the GMS to request the link for upload be added.
- There is a section on the RS for disclosure of Equipment Costing $5,000 or More Transferring with the Project that must be completed when applicable.
- Note: The
final
unexpended balance will be confirmed once the FFR is submitted.
- The institution that the PI is
moving
to will follow the sponsor guidelines for
Change of Recipient Organization.
- For NIH, this will include a revised face page, updated budget, and many of the sections from the original proposal with the changes related to the new institution highlighted.
- For all other sponsors, please review the requirements listed in the signed award agreement or visit the sponsor’s website.
- Transfers must be requested and approved by the sponsor.
- See our PI transfer in site for the process for the institution the PI is moving to.