Transfer an Award to UCLA

Principal Investigators may wish to transfer an award to UCLA for various reasons, including when transferring to UCLA from another institution.

According to UCLA Policy 909, newly recruited faculty should transfer their existing awards to UCLA if work under those awards will be conducted using UCLA resources and facilities and if feasible. If transferring an award is not feasible and any work under that award will be conducted using UCLA campus resources and facilities, a subaward should be issued to UCLA for that work. If no work will be done at UCLA and the faculty member will continue to expend effort on the project, an exception to this Policy should be requested.

Best Practice: Submit the request several months before the transfer date.

General Process

1. The Principal Investigator (PI), with assistance from their department, reviews the sponsor guidelines. 
   
   1. National Institutes of Health GPS 8.1.2.7
   2. National Science Foundation PAPPG 7.B.2.f
   3. Other sponsor guidelines, as appropriate
2. The PI may be required to notify/discuss the request with the sponsor's Program Official before submitting the request.
3. The original institution will be required to submit a relinquishing statement and/or online transfer request to the sponsor. Generally, UCLA cannot submit the request to the sponsor until the relinquishment has been completed.
4. The PI, with assistance from their UCLA department, submits a completed Extramural Proposal Approval and Submission Summary (EPASS) in the electronic EPASS System for a Transfer (In) proposal.
   
   1. If the PI does not have a UCLA employee ID, manually enter the PI's name and email. The PI's signature will need be to collected outside the system.
   2. Prepare the application per the sponsor guidelines
   3. Include, at a minimum:
      
      1. Justification of request
      2. Certification of Institutional Review Board (IRB)/Animal Research Committee (ARC) approval, if applicable
      3. Financial Conflict of Interest (FCOI) disclosures | FCOI Decision Tool, if applicable
      4. Detailed line item budget for the funds to be transferred
      5. Other documents and information required by the sponsor

Resources

• UCLA Policy 909: Requirement to Submit Proposals and to Receive Awards for Grants and Contracts through the University
• 2 CFR 200.308: Revision of Budget and Program Plans
• Federal Prior Approval Matrix
• NIH GPS 8.1.2 Prior Approval Requirements
• Request a Change to Your Award (NSF)