Transferring Grants and Contracts
The Office of Research and Development facilitates transfer of existing grants and contracts. The Office of Research and Development point of contact for grant transfers is usually the Office of Research and Development Grants & Contracts team that handles 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. Getting Started
Incoming grants and contracts are reviewed on a case-by-case basis. Office of Research and Development will contact each sponsor and the former institution to facilitate transfer of projects and equipment from the former institution to UMB. In order for Office of Research and Development 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. UMB uses Coeus for proposal development and internal routing. Work through your unit administrator to obtain your Employee ID, or an Affiliate ID if a proposal will be routed and submitted 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 Cicero for IRB and IBC submissions. Budget and Financial Issues
Work with your department administrator to develop budgets for each of the awards to be transferred. Office of Research and Development 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 - In Coeus, fringe benefits are calculated at 26% of salary for each employee. There is no negotiated rate at UMB. Faculty and staff choose from a menu of benefits.
- 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 Office of Research and Development.
- 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 Office of Research and Development for acceptance. The equipment list will then be provided to Financial Services for entry into the UM inventory. Material Transfer Agreements
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. Back to top | 
