Frequently Asked Questions

Transfer Out FAQs:

1. What is a grant transfer out?

   • A grant transfer out refers to the process of transferring a grant from SBU to a new institution where you will continue your research.

2. When should I initiate a grant transfer out?

   • It is recommended to begin the grant transfer process well in advance of your intended departure from SBU, typically several months before the end date of your appointment at SBU.

3. What steps are involved in transferring a grant out?

   • The specific steps may vary depending on the funding agency and institutional policies. Generally, you will need to notify the funding agency and the Office of Sponsored Programs of your intent to transfer the grant. This typically involves submitting a formal request, along with any required documentation.

4. What documents are typically required for a grant transfer out?

   • Commonly required documents include a formal request letter from the PI, a detailed budget and scope of work for the remaining project period, any necessary institutional approvals, and any other documentation specified by the funding agency.

5. How does the transfer of funds occur?

   • Once the transfer request is approved by the funding agency and all necessary paperwork is completed, the funds are typically relinquished by SBU to the sponsoring agency, and the sponsoring agency will work with the new institution to reissue a new award.

Transfer In FAQs:

1. What is a grant transfer in?

   • A grant transfer in refers to the process of receiving a grant from another institution to continue research at SBU.

2. When should I initiate a grant transfer in?

   • It is advisable to initiate the grant transfer in process as soon as possible after accepting a new position or appointment at SBU. This allows for sufficient time to complete the necessary paperwork and ensure a smooth transition.

3. What steps are involved in transferring a grant in?

   • Similar to transferring a grant out, the process may vary depending on institutional and funding agency policies. Generally, you will need to notify your new department administrator at SBU, the Office of Sponsored Programs at SBU, and your old institution of your intent to transfer the grant and submit any required documentation.

4. What documents are typically required for a grant transfer in?

   • Required documents may include a detailed budget and scope of work for the remaining project period, institutional approvals,a myResearch application and any other documentation specified by the funding agency.

Principal Investigators on Leave FAQs :

1.        How does a PI obtain funding agency permission for a disengagement from the project of more than 90 days, or a reduction of effort commitment of more than 25%? 

 The PI needs to prepare a letter for each award.  The letter must include the sponsor’s award number, the start and end dates of the leave or period of reduction, a short description of the nature of the absence or reduction, and how the absence or reduction will be managed. The letter must include the PI’s signature, and the signature of the substitute PI, if applicable.   The letter should then be forwarded to OSP who will countersign the request and formally submit it to the sponsoring agency.  If a substitute PI will be proposed, then the letter must also include a discussion of the substitute PI’s qualifications. 

2.      If a PI on unpaid leave from SBU will remain engaged in the federal award and continue to meet the effort commitment but will not be charging salary to the award, how is the effort recorded?  

Since the PI’s salary is not passing through SBU, there is no mechanism for SBU to record that effort.   

 3.     If a PI will be on leave from SBU, must the PI obtain permission from the funding agency for that absence? 

Yes – federal regulations require that any PI/co‐PI who will be absent from a project for more than 90 days request prior approval for the absence.  The request must contain a proposed project management plan, such as the naming of a substitute PI for the period of the absence.    

4.    What if the absence is less than 90 days?

 Although there is no federal regulation governing absences of less than 90‐days, some agencies require the PI to notify them of absences of less than 90 days (e.g., NSF).

 5.   If the PI is an Emeritus faculty member, how is the effort tracked and reported to sponsors? 

Since the PI is no longer a paid faculty member at SBU, there is no mechanism to assign a fiscal value to the effort. Check with your school/college for local procedures.

 6.   If a PI submits a request for approval of an absence of more than 90 days, can the PI propose to manage the project remotely and thereby not have to name a substitute PI? 

Yes, but the fact that the PI plans to continue managing the award does not negate the need to obtain prior agency approval for the management plan.