As principal investigators transfer universities, it may be necessary to coordinate the transfer of an award to or from Temple University. The department Grants Manager will be the initial point of contact in coordinating the request with the appropriate Grants and Contract Administrator (GCA) within Research Administration.

Principal Investigators (PIs) should notify their assigned department Grants Manager early to coordinate the requirements of the official award transfer request with the sponsor via the assigned GCA. A list of appropriate departmental contacts is available if you are unsure of your Research Administration contact.

Transfer Requests: Inbound and Outbound

Ultimately, it is up to the sponsor to decide if an award may be transferred. That decision can be based on several factors, from the organizational readiness of the institution to the complexities of transferring materials and equipment. The process of reissuing an award can take several months.

Inbound Transfers

As the incoming Principal Investigator, you and your current institution will initiate the transfer request directly with the sponsor. Your new Business Administrator at Temple will then work with Research Administration to initiate the award transfer to Temple University.

Although your project is already in progress, this is technically considered a new proposal at Temple. As such:

• The proposal must be developed in Temple ERA
• The proposal must be routed in the same manner as any other proposal
• A budget must be developed for the amount to be transferred

You will also need to provide:

• A copy of the scope of work
• The existing Notice of Award issued to your current institution

Outbound Transfers

If you decide to leave Temple while working on a sponsored project, you must work with your department Business Administrator and Research Administration to determine whether the award may be transferred. Because awards are issued to Temple, the University retains the right to keep the award.

Request an Outbound Transfer

Through your department Business Administrator:

• Submit your transfer request with departmental and school or college approvals to Research Administration
• Complete the Award Disposition Form found in the Forms Library

The Research Administration Award Management Non-Financial team will:

• Review the request
• Submit it to the sponsor, along with required documentation
• Coordinate final approval through the Office of the Vice President for Research

Written sponsor approval is required for the transfer of an award from one institution to another.

The sponsor may require documentation such as:

• Progress reports
• Relinquishing statements
• Material transfer requests

Your Award Management Non-Financial contact will work with your Business Administrator throughout the process.

Additional Considerations

• Lab equipment and materials may or may not be approved to leave the University
• Any equipment or materials included in the transfer must be coordinated with your department
• Outbound transfers may require early termination of Temple-issued subawards
• Your Business Administrator must contact the Subawards team if subawards are associated with the award

Early Termination

Sponsored award terms and conditions typically include early termination provisions that allow for either sponsor-initiated or University-initiated termination.

Sponsor-Initiated Termination

The sponsor must provide written notification to Research Administration, who will notify the PI and department.

If notification is sent directly to the PI or department, a copy must be forwarded immediately to the Research Administration Award Management Non-Financial team.

University-Initiated Termination

Written notification must be submitted by the Award Management Non-Financial team to the sponsor.

Once the Award Disposition Form is approved, the Award Management Non-Financial team will:

• Evaluate the termination notice
• Plan a formal response to the sponsor
• Begin the award closeout process

Important Considerations

• All required reports must still be submitted to the sponsor
• Early termination may impact Temple-issued subawards
• The Subaward Administrator must be notified if an award is terminated