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If you are a new faculty member at VU and plan to transfer a sponsored award from a prior institution to VU, please contact the Office of Grants and Contracts (OG&C) as soon as possible.   Please note that VU will not take any action until the new faculty member confirms that the current institution’s sponsored project office and sponsor’s program officer have been informed of the intent to transfer the award.  Both parties have the right to decline the transfer request.    

Depending on the circumstances around award type, project period, program goals, these are possible scenarios:

• Current institution relinquishes the award back to sponsor, who then issues a new award to VU
  • If there is still work to be done at the old institution, VU may issue a subaward for a specific scope of work
• Current institution does not relinquish and replaces the PI with a PI at their institution  
• Sponsor does not allow a transfer
  • Current institution replaces the PI leaving
  • Current institution retains the award and issues a subaward agreement to VU

New faculty member is responsible for connecting OG&C with their current institution institution’s sponsored programs office to determine which scenario will take place.

If an award will be transferred, it must follow all related VU and sponsor policies.  VU requires the following information:

• Current Notice of Award from Sponsor
• Scope of Work for the remaining work to be completed at VU
• Approximate budget available for transfer

For Chairs, Research Deans/Deans, College Finance

In almost all cases, the award relinquishment/transfer is initiated by the current institution’s sponsored programs office and only after:

Current institution agrees to relinquish the award back to sponsor who will issue to VU

• Decision to leave has been communicated to program officer, or equivalent
• All work at the current institution is complete  
• Project costs have been reconciled for all work performed 
• Final invoices have been submitted to and paid by sponsor
• Subawards have been closed out, if applicable
• All other closeout activities have been completed

Department/College leadership should be aware that: 

• Transfers usually take much longer than anticipated – even up to 6 months or more
• Current institution may decide not to relinquish the award; sponsor may not allow a transfer
• VU has no control over the current institution’s plans or actions
• There could be delays on the VU-side due to unusual terms and conditions and VU’s ability to accept/comply
• PI is not responsive or has not provided required information
• Allowing project activities to begin and allowing expenses to be incurred before an award is in place at VU, is a risk.  Colleges will be required to follow the Advance Account process and provide an index to absorb any costs not recovered, ex. no award is issued, amount of award is less than costs incurred, costs incurred are unallowable, etc.