/Office for Research and Innovation
Sponsored Programs and Grants Management

PI Leave of Absences from SBU

It is the PI’s responsibility to work directly with their Chair/Dean/Provost (West Campus) or Chair/Dean (East Campus) to secure appropriate approval for a leave of absence. For general information on procedures, see Provost website or contact your Chair. 

Sponsors typically expect that PIs are engaged in conducting and overseeing research projects and personnel at SBU facilities. When PIs are away from these facilities or absent from a project for a period of time, the sponsor needs to know of and approve the absence and any plan to address it.

Notify OSP to get more guidance: Most sponsors require that the information be provided before the absence begins or as soon as practical after it is known at local departmental level. Therefore, PI/departmental administrators/HR school or college coordinators are responsible for informing OSP as soon as possible when a PI is planning to be away from campus. OSP will help interpret the sponsor’s requirements and coordinate the steps required by that sponsor.

Note that an SBU appointment with PI privileges does not guarantee that a sponsor will approve the plan if the PI is away from campus.

When a faculty member who is serving as Principal Investigator (PI) of a sponsored research award takes a University approved temporary leave of absence (e.g., off campus sabbatical, FMLA, Title-F, temporary leave without pay ) SBU needs to  complete certain tasks relating to their awards. The sponsor will need  a plan that  addresses the PI’s supervision of the projects and how they will be actively involved from a remote location. See Reduction in PI/Co-PI Effort for additional guidance on changes in PI effort.

Both federal and non-federal agreements require that the PI inform the sponsor and seek approval when she or he will be away from campus.*

* For federal awards governed by the OMB Uniform Guidance, “faculty disengagement” of three months or more requires sponsor approval. Temporary absences where the PI is actively engaged, as described above, will not require sponsor approval.

  • Generally, all federal sponsors require approval of at least an absence of three months
  • Non-federal sponsors (e.g. industry, foundations) may or may not call out a specific period of time, other than when a PI leaves SBU; however, the OSP Specialist will review the terms of each individual award to determine a plan of communication with the sponsor that will include an explanation as to how the work will proceed during the absence. 

Generally, the action required by the PI for a temporary leave of absence  is to create and submit an Award Modification Request in myResearch Awards reflecting approval by the Chair/Dean, and including a plan, as outlined above, that  addresses the PI’s supervision of the projects and how they will be actively involved from a remote location.

A co-investigator may be required to take over PI responsibilities on an interim basis (e.g.  leave of absence for 3 months or longer), with or without a formal change of PI. A qualified on-site PI may be formally appointed by amendment to the project, by way of a myResearch funding proposal (Change in PI) for institutional approval and via submission and approval by the sponsor. The new PI must be willing to assume all PI responsibilities, and conflicts of interest issues and conflicts of commitment should be considered.

When a faculty member who is serving as Principal Investigator (PI) of a sponsored research will be  “absent” from their sponsored projects, i.e., not able to manage the projects even from a remote location, SBU needs to complete certain tasks relating to their awards.  The PI will need to follow the sponsor’s guidelines about reporting and managing the absence. 

Action Required by the Current PI for a Temporary Leave of Absence (e.g., off campus sabbatical, FMLA, etc.,)

  • Create a request for submission to the program officer, seeking approval for a substitute PI. The letter should include the information below  and be co-signed by the current PI, the proposed new PI, and chair(s) and dean(s) before sending the letter to OSP for endorsement. The letter should: 
  • Describe the reason for the original PI’s absence from the project and the need to continue the project under the direction of a substitute PI.
  • Include information about the new PI’s background, qualifications, available facilities, and ability and willingness to manage the project through the anticipated absence end date.
  • Include the following certification statement from the substitute PI:

    Substitute PI Certification: I am not debarred, suspended, or proposed for debarment or suspension by any agency of the U.S. Government, and I agree to accept the role of PI and the responsibility for the scientific conduct and financial oversight of the project entitled, (insert title of project). I agree to provide all reports required by the sponsor according to the timelines specified in the award.

  • Submit the letter to OSP via an Award Modification Request in myResearch Awards. After all internal approvals are obtained, OSP will submit the letter to the sponsor on behalf of the University. Original PIs should be aware that there is no guarantee that sponsor approval will be forthcoming. A qualified on-site substitute PI may be formally appointed by amendment to the project, by way of a myResearch funding proposal (Change in PI) for institutional approval and via submission and approval by the sponsor. The new PI must be willing to assume all PI responsibilities, and conflicts of interest issues and conflicts of commitment should be considered.