Awards are made to Montana State University (MSU) and not to the individual PI. However, as the PI, you will need the support of the institution to affect the transfer. 

Note: for newly arriving faculty from other institutions who are transferring awards to MSU: Steps should be initiated at your originating institution and your originating Sponsored Projects/Research Office should contact your MSU Office of Sponsored Programs (OSP) Fiscal Manager well in advance of your arrival. 

  • In general, award transfers take an average up to 6 months to complete. Therefore, it's important to start early by notifying the Office of Sponsored Programs (OSP).
  • If you have accepted a position at another institution and desire to transfer any current awards you may have, you must, as early as possible, discuss the transfer with your Department Chair, the Sponsor and OSP.
  • Transferring an award from MSU to another institution is an action which must be approved by the sponsoring agency, and all such requests must be routed through OSP.
    • Some sponsors, such as National Science Foundation (NSF) and National Institutes of Health (NIH) have standardized this procedure and require submission of forms bearing institutional signatures or submitted through the sponsor's electronic systems.
    • Other sponsors prefer that a substitute PI is designated at MSU and the remaining work subcontracted to your new institution.

Transferring a National Institutes of Health (NIH) Grant

Steps:

  • Notify your Department Chair.
  • Notify the Program Officer at the awarding NIH institute or center
  • Notify your OSP Fiscal Manager.
  • Complete the form PHS 3734, "Official Statement Relinquishing Interests and Rights in a Public Health Service Research Grant." This form is available in pdf format on-line, with some of the fields pre-populated for your convenience.
  • Generate a memo requesting transfer of the award. The memo should be from the Principal Investigator addressed to OSP, and should include:
    • PI's name
    • Sponsor name
    • Grant/Award number
    • Amount of unobligated funds remaining
    • Institution to which transfer is requested
    • Contact information for a Grants Manager or Authorized Representative at recipient institution
    • Requested date of award's termination at MSU
    • Signature of Principal Investigator
    • Signature of PI's Department Chair
    • Submit the signed letter and completed form to your OSP Fiscal Manager
    • Institutional signature is contingent on delivery of these items, OSP will submit the Relinquishing Statement in eRA Commons.

Transferring a National Science Foundation (NSF) Grant

Steps:

  • Notify your Department Chair.
  • Notify the Program Officer at NSF.
  • Notify your OSP Fiscal Manager.
  • A PI Transfer Request must also be initiated via Research.gov. Detailed instructions on submission of the transfer request are available on the NSF websitein the most current Proposal & Award Policies & Procedures Guide.
  • Generate a memo requesting transfer of the award. The memo should be from the Principal Investigator addressed to OSP, and should include:
    • PI's name
    • Sponsor name
    • Grant/Award number
    • Amount of unobligated funds remaining
    • Institution to which transfer is requested
    • Contact information for a Grants Manager or Authorized Representative at recipient institution
    • Requested date of award's termination at MSU
    • Signature of Principal Investigator
    • Signature of PI's Department Chair
    • Submit the signed letter and completed form to your OSP Fiscal Manager.
    • Institutional signature is contingent on delivery of these items.

Transferring a National Aeronautics and Space Administration (NASA) Grant

Steps:

  • Notify your Department Chair.
  • Notify NASA of intent to transfer award.
  • Notify your OSP Fiscal Manager
  • OSP Fiscal Manager prepares the SF-425 Federal Financial Report (Final Expenditures are agreed upon) and sends to NASA
  • PI sends all required final reports
  • NASA will issue award modification to de-obligate funds awarded to MSU.
  • NASA then obligates funds to the PI's new institution

 

Transferring Awards from other Agencies/Corporations/Foundations

Steps:

  • Notify your Department Chair.
  • Notify the sponsor’s Program Officer
  • Notify your OSP Fiscal Manager
  • Complete any agency/corporation/foundation form(s) as identified by your Program Officer/Contract Administrator.
  • Generate a memo requesting transfer of the award. The memo should be from the Principal Investigator addressed to OSP, and should include:
    • PI's name
    • Sponsor name
    • Grant/Award number
    • Amount of unobligated funds remaining
    • Institution to which transfer is requested
    • Contact information for a Grants Manager or Authorized Representative at new recipient institution
    • Requested date of award's termination at MSU
    • Signature of Principal Investigator
    • Signature of PI's Department Chair
    • Submit the signed letter and completed form to your OSP Fiscal Manager.
    • Institutional signature is contingent on delivery of these items.