/Office for Research and Innovation
Sponsored Programs and Grants Management

Frequently Asked Questions

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.

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.

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.

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.

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

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

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.

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.

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.

In most cases, equipment purchased with funds awarded on an active grant will transfer with the PI when changing Institutions. All equipment transfers to SBU need to be coordinated with Property Control in the Office of Procurement.

Principal Investigators On Leave

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. 

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

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.    

 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).

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.

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.