Components / Resources PI Department SPA SFR Notification Resignation letter or notification Forward to department research administrator; include contact information for new institution. Contact Co-PIs, decision on what happens to their participation, if child acct-will that close, transfer or become a subcontract from new institution? Verify last day with PI and with transfer institution if applicable. Connect with any other units where there may be child accts or people on payroll on the PI's projects. Notification Sponsor notification Determine plan for existing awards, forward any notification to department research administrator Verify plans and check allowability with regards to various projects. Notify SPA. Ensure department approval of transfer, submit request for transfer to agency, know if agency allows PI transfers or if they consider it closing an award. Notification Sponsor notification If PI is turning over grant to someone else at the U then letter to sponsor from New/Old PI needs to be approved by heads and deans of both units and sent to SPA for submission to the sponsor. Follow Conditional Next Steps A. Naming a new PI at the UMN rather than transferring the award to another institution requires a PRF in addition to the letter. Follow Conditional Next Steps A. Process NOGA indicating new PI and project with DeptID if necessary. Receive NOGA.
Conditional Next Steps A Existing Subawards Notify subaward PI of new PI. Issue modification if necessary. Conditional Next Steps A Progress reports Forward previous progress reports to new PI, unit admin and Grant Coordinator. For NIH grants update other support pages and personnel page. Where applicable, submit to sponsor with AOR approval. Conditional Next Steps A Proposal & Award Documents Forward proposal & awards documents to new PI, including significant communications regarding project. Conditional Next Steps A General Concerns Confirm staffing decisions with department. If new project will be established, start finalizing costs on old project including any payroll issues. Conditional Next Steps B Protocols Notify the IRB & IACUC office to close protocol or protocol will expire at end of next annual period. Conditional Next Steps B Lab Cleanup (including specimens, chemicals, hazardous waste) If taking specimens with, coordinate a MTA, if abandoning, follow protocol for proper disposal. Division of Health & Safety; research safety officer coordinates disposal/transfer; establish what department/unit pays for clean up. Conditional Next Steps B Existing Subawards Notify subaward PI that U of M PI is leaving or terminating the award. Contact sub to submit final invoice. Review for missing invoices and receipt of final invoice. Release encumbrance. Send termination modification to sub. Verify with GA if final invoice has been paid.
Conditional Next Steps B Capital Equipment Determine which equipment will transfer and which will remain at the U of M. Generate master list of equipment associated with PI. Inventory Services also can provide a list of equipment associated with a PI as a starting point. Capital equipment acquired on Active Projects may transfer with the approval of sponsor. Capital equipment acquired on Inactive Projects may transfer with the approval of the Dean/Department Head & Inventory Services. In scenarios where new institution is purchasing equipment (i.e., inactive projects or non sponsored funds), price(s) must be negotiated and sold at Fair Market Value or Net Book Value (whichever is greater). Invoice for sale of equipment in EFS and charge sales tax. Complete the Capital Equipment Asset Disposal form #1393 and obtain the required signatures for all the scenarios listed. Submit any forms required by sponsor Verify asset transfer is complete, begin closeout process. Conditional Next Steps B Final Financial Report/Invoice Review final report/invoice. Review final report/invoice. Check that F&A is in line, Submit Financial Report/ Invoice, PAYROLL COSTS.