Incoming UF Investigators

As soon as you are notified that an investigator has accepted a position at UF, submit the Investigator Transferring to UF Form to notify the UF Office of Research of an incoming investigator. This form may be submitted by anyone with knowledge of an incoming investigator. Once the form is submitted, a member of DSP will reach out to assist you with the incoming process.

When a faculty member is hired at UF, they may have sponsored awards to transfer to UF. Award portfolio discussions should be started as soon as the incoming investigator accepts a position at UF. Plan for adequate time to navigate the transfer process, as the transfer of the laboratory or team may potentially involve movement of animals, materials, and personnel, and the establishment of Subawards or Material Transfer Agreements.

Other than certain fellowships, most awards are made to institutions, not to individual faculty or staff. Therefore, when a faculty member is hired at UF, their prior institution will need to make a joint decision with the sponsor as to the disposition plan for each of their awards. Some sponsors do not allow transfers or may impose limitations, such as permitting transfers only on the anniversary date of the original award or disallowing transfers late in the budget period. Prior institutions may elect to retain awards and potentially add UF as a subrecipient.

Options for an Incoming Investigator’s Awards

Incoming Investigator Award Transfer Guidance

Award transfers take time. The sooner the process is started, the better.

If transferring assets to UF, contact UF Asset Management.

Some materials are covered by a Material Transfer Agreement. Work with UF Office of Tech Licensing to ensure proper, legal access to and use of materials at UF.

Even if an incoming investigator has not yet begun working at UF, award transfers and proposals for new funding can be submitted through UFIRST. See New Faculty Hires for more information on the UFIRST submission process for incoming investigators.

Entering Transfer Proposals in UFIRST

To facilitate award transfers to UF, identify an appropriate contact at the prior institution. Investigators and/or department administrators should provide to DSP any communication from the sponsor, if available, on specific guidance for the award transfer process and required documents.

For each award that will be transferred to UF:

Create a UFIRST proposal. Enter the budget showing UF salaries, fringe benefits, travel rates, and Facilities & Administrative (F&A) costs. Follow UF’s F&A Directives & Procedures.
Attach an updated scope of work and any other sponsor-specific requirements.
Attach a copy of the relinquishing statement or letter from the former institution, the original project application, the original Funding Opportunity Announcement, and the current Notice of Award.
If issuing a Subaward to the prior institution, attach the documents listed at Subawards at Proposal Stage.
Follow all Proposal Preparation & Submission guidance.

If the award is staying with the prior institution and a Subaward will be issued to UF:

Create a UFIRST proposal for the Subaward. Enter the budget showing UF salaries, fringe benefits, travel rates, and Facilities & Administrative (F&A) costs. Follow UF’s F&A Directives & Procedures.
Attach an updated scope of work and any other requirements specific to the pass-through entity (prior institution).
Follow all Proposal Preparation & Submission guidance.

NIH Transfers

NIH prior approval is required for the transfer of the legal and administrative responsibility for a grant-supported project or activity from one legal entity to another before the completion date of the approved project period. A relinquishing statement is required as part of the change of institution process. The process is initiated by the signing official (SO) of the institution that holds the award, who submits a relinquishing statement in eRA Commons and identifies the institution that will take over the award. This process must occur before the expiration of the current approved project period.

A change of recipient organization request must be made before the anticipated start date at the new organization and preferably several months in advance. Failure to provide timely notification may result in disapproval of the request or significant delays in processing. Recipients are encouraged to discuss any potential issues with the awarding Institute/Center prior to submitting a change of recipient organization request. If requesting a transfer in the middle of a budget period or at the end of the Federal fiscal year, recipients should contact the awarding Institute/Center for Institute/Center-specific guidance on the timing and preparation of the change of institution application.

Guidelines for Incoming NIH Transfers:

The unit must submit a Change of Institution application via UFIRST SF424 using the Type 7 Change of Recipient Organization opportunity ID.
The relinquishing statement from the prior institution will be needed in order to prepare the application. If the relinquishing statement is not available from the former institution or the PI, contact DSP at ufproposals@ufl.edu to obtain a copy from eRA Commons if available.
Prepare the application in accordance with NIH Grants Policy Statement section 8.1.2.7 Change of Recipient Organization and instructions found in the Type 7 Change of Recipient Organization opportunity.
In UFIRST, upload a copy of the relinquishing statement, current Notice of Award, original grant application, original Funding Opportunity Announcement, and any correspondence with NIH regarding the transfer.

NSF Transfers

The NSF Transfer Policy requires that NSF approve transfers from one institution to another before the expiration of the project period. To request a transfer, the PI or Sponsored Projects Office should notify the cognizant NSF Program Officer. If the project is to be continued at the PI’s new institution, formal notification of the impending transfer should be electronically initiated by the prior institution’s Sponsored Projects Office.

Guidelines for Incoming NSF Transfers:

The prior institution will initiate a transfer request through Research.gov.
DSP will be notified of the incoming transfer request via Research.gov.
DSP will email the PI and unit administrator a copy of the transfer request.
The unit must enter a UFIRST proposal for the incoming transfer. The budget in UFIRST can be budgeted in a single period to match Research.gov or can be broken out into separate budget periods. The end date in UFIRST should align with that listed on the transfer request.
In Research.gov, the PI will need to enter the detailed budget and attach a budget justification. The total budget in Research.gov must exactly match the unobligated amount in the transfer request.
If the PI needs to change anything in Research.gov concerning the progress summary or the description of work to be accomplished, UF will need to return the transfer to the prior institution for corrections.
Prepare the transfer request in accordance with the instructions in the NSF PAPPG.

Last updated 8/29/25