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The Office of Research and Development facilitates transfer of existing grants and contracts. The ORD point of contact for grant transfers is usually the ORD point of contact for the faculty member’s department, center or institute where they will hold an appointment. Specific contracts may be assigned to a contract officer for negotiation.
Incoming grants and contracts are reviewed on a case-by-case basis.
ORD will contact each sponsor and the former institution to facilitate transfer of projects and equipment from the former institution to UMB. In order for ORD to facilitate these transfers, the following information is helpful:- copies of current award documents (grants or agreements) for all active awards
- copies of the most recent proposal or progress report
- contact information for each sponsor (if not included with award document)
- information about pending proposals that are likely to be funded
- contact information for the institutional sponsored project representative at the former institution
A proposal must be routed for each transferring grant. Refer to routing procedures. As a new faculty member, you should register for access to the proposal routing form using the on-line application. If your unit is using Coeus for proposal development and internal routing, then you will need to work through your unit administrator to obtain your Employee ID, or an Affiliate ID if routing of a proposal will occur before your appointment is effective.
When applicable, begin taking required training for use of human subjects in research, use of animals in research, and use of certain biohazards. Submit protocols as early as is practical so that the approvals are in place by the time the sponsor is ready to issue an award to UMB. Request access to BRAAN (for IRB protocols) and myUMB (for IRC registrations).
Work with your department administrator to develop budgets for each of the awards to be transferred. ORD can provide guidance with regard to sponsor policies or UMB procedures, but responsibility for budget development rests with the department.- Budget period - usually from date of transfer to UM through the end of the current budget period for the grant
- Budget amount - total amount (direct plus F&A costs) on these transfer applications should equal the total amount of unobligated balance that will be reported by the former institution (amount remaining at time of termination from former institution) for the current budget period.
- UMB facilities and administrative costs
- UMB fringe benefits - The recommended rate is between 30% and 33% of salary for each employee. There is no fixed rate at UMB. Faculty and staff choose from a menu of benefits. The range of 30% to 33% reflects an average rate.
- Effort commitment - The percent effort (person-months) committed by the PI and by any Key Personnel who will remain on the budget should be consistent with the effort committed in the original grant proposal, unless a reduced percent effort has been approved by the sponsor. This is essential for Federal projects and many Foundation-funded projects; for other projects, discuss questions or concerns with ORD.
- Subrecipients – A budget, justification and scope of work are required from each proposed subcontractor, as well as a face page or consortium letter signed by the authorized official for the subrecipient organization.
Equipment – The list of equipment transferred to UM must be provided to ORD for acceptance. The equipment list will then be provided to Budget and Financial Support Services for entry into the UM inventory.
Active Material Transfer Agreements should be terminated by the former institution. The Provider organization will advise whether the material should be destroyed or give permission to transfer the material to UMB; however, transfer of the material to the new institution would normally require a new MTA between the Provider organization and UMB.
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