Welcome Principal Investigator
ü / Components / Resources / PI / Department / SPA / SFR /Notification
Notification of New Hire (i.e., letter of appointment) / Work with and inform U of M department research administrator decisions on what grants are transferring to the U of M and if they include subawards. Provide contact information for previous institution. / Verify first day with PI and with transfer institution if applicable. Obtain x.500, work with PI to file REPA and FCOI and provide information about FIRST.
Notification
Contact with Sponsor & Previous Institution / Forward any proposal/award related information to department research administrator. Prepare budgets and any other documents as agency requires. / Contact previous institution for awards to be transferred with PI. Begin process to establish grant budget. Determine which F&A rate will be used. Complete PRF(s) as needed. / Receive & process PRF(s).
Notification
Award Notification / Receive NOGA. / Initiate contact with sub awards, write up new agreements and negotiate terms. Process NOGA. / Receive NOGA.
Next Steps
Protocols / Work with U of M department administrator to obtain IRB & IACUC approval. / Support the protocol process and notify GA of pending protocol. / Ensure Dept and PI know that no expenditures involving subjects can occur until approval is received.
Next Steps
Lab Set-up (including specimens, chemicals, hazardous waste) / PI establishes plans for specimens. / Division of Health & Safety; department research safety officer coordinates transfer; establish what dept./unit pays for setup (if applicable). MTA required?
Next Steps
Progress reports / Is PI current with all progress reports? Retain copies of previous progress reports. / Be cognizant of current requirements related to PI reporting and sponsored systems.
Next Steps
Cost Share/Match / Review cost share/match obligations. Ensure cost share obligations met at prior institution. / Ensure all cost share/match obligations will be met and funded. / Set up cost share per PRF.
Next Steps
Pre-award/Advance Account / Identify if pre-award/advance project(s) is needed. / Pre-award: face page, budget pages (FY 1 and ALL), biosketches, OS pages, resources page, checklist page; PHS 398 cover page w/ 'change of grantee institution' at top, progress report, research (changes) statement, IRB/IACUC, list of equipment. / REPA/RCR.
Next Steps
Staff / Notify departmental office of plans for all new staff/students. / Offer letters, check for Visas. Employee relocation assistance. Hiring letters for staff: check job codes and appointment types, start and end dates. Grad students-enroll in grad program, etc.
Next Steps
Capital Equipment
Policy and Procedure / Determine which equipment will transfer from previous institution. / Confirm list of equipment associated with PI. The master list should include a description of each item, the manufacturer, model, serial number, acquisition date, and acquisition cost.Equipment released by the originating institution that appears to meet the University's capitalization policy for equipment should be listed on a Capital Equipment Assets Transferred from Another Institution Report (UM 1675). Inventory Services will record and capitalize only those items that appear to be capital equipment.Equipment to be purchased from the originating institution by the University should be handled like any other AP/PO purchase.
Other Considerations
Disputes / Notify academic staff, Grant Administrator or Grant Accountant as soon as any issues arise. / Notify PI, Grant Administrator or Grant Accountant as soon as any issues arise. / Work with PI, Academic Unit and Sponsor to resolve issues. / Work with PI, Academic Unit and Sponsor to resolve funding issues.
Other Considerations
Final Financial Report/Invoice - Non NIH & NSF Sponsors / Ensure old institution has completed the final financial report or invoice to sponsor. This often impacts the award amount to U of M.
Other Considerations
Relinquishing statement/amount - NIH & NSF specific / Provide relinquishing statement/amount. / Coordinate the relinquishing statement amount with agency grant specialist and previous institution financial representative.
Please Note: NIH relinquishing, this is an estimate but it should be as close to correct as possible. For NSF, the amount to transfer is the final
amount, little chance of revision once it is submitted to agency.
Other Considerations
Intellectual property / Initiate discussion with Office of Technology Commercialization. / Facilitate process with PI.
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