Transferring awards
The Research Operations Office will try to make the process of transferring your grant as smooth and speedy as possible.
The procedures for transferring grants between institutions can involve significant amounts of both time and administration;
we aim to minimise delay and to handle the administration on your behalf.
Whether you are transferring into or out of the University of Cambridge, we would urge you to contact us as soon as you know that you will be moving.
The menu below gives you links to the key information that you will need, but we are happy to advise on your individual circumstances.
Step-by-step
In our experience, transfers can take up to two months depending on the sponsor, and even longer if the grant is complicated (e.g. staff retention/relocation, equipment and IP).
You should prepare for a wait of three to four months before the funds reach your new University.
Your new department will be able to advise on the possibility of bridge funding to ensure that you are able to continue your research while waiting for the transfer.
Please note that the following key steps relate primarily to the transfer of research grants that have set Terms and Conditions;
the transfer of research contracts, whose terms require specific agreement of the parties concerned, may take fewer steps because the execution of the agreement itself will serve as confirmation of budgets and acceptance of transfer.
Here are the key steps in the process:
1. Notify all parties involved of your intention to transfer your award and offer a proposed date for the transfer to become effective.
It may be possible to organise some bridge funding at this stage from your new institution.
2. There may be forms for completion at this stage. The sponsor will let you know what is required when you contact them.
3. The institutions involved will need to contact each other and exchange any necessary paperwork.
4. You will need to confirm any arrangements for staff and equipment on the award.
5. The legal or contracts teams at each institution will liaise with you over any IP issues that will need to be resolved prior to transfer.
6. All forms will be completed and returned to the sponsor.
7. The sponsor will request a final expenditure statement or closing budget that may also need to be reviewed and confirmed by your new institution.
8. The sponsor will re-announce the award, usually in the form of a revised award letter addressed to the new institution.
9. The transfer is complete and the funds are available in your new institution.
Transferring a grant into the University
As soon as you know you will be moving, please contact the following people:
- Your current department
- Your new department at the University of Cambridge
- The Research Operations Office's Application Administrator
- Your sponsor
- Any staff employed on the project - consult your current Human Resources department for assistance if staff are going to transfer with you, or will need alternative employment once the project is transferred;
if you encounter any problems, Human Resources will be happy to assist
- You will also need to contact our Finance Division to advise the Fixed Assets helpdesk of any equipment coming into the University, as this will need to be included on the Fixed Assets register
We offer the following service to assist with the transfer:
- The Applications Administrator will seek confirmation of the transfer from your new department at Cambridge
- We will write to the sponsor to confirm Cambridge’s acceptance in principle and will deal with any documentation that may be required from us by the sponsor
- We will contact your current University to negotiate and confirm the arrangements for any staff employed on the grant, any equipment belonging to the project, and any arrangements for the protection of intellectual property relating to this piece of research
- We will discuss with your new department the possibility of bridging funds to enable the project to continue without interruption on your arrival at Cambridge, especially if the transfer is likely to prove long or complex
- We will take care of any contractual issues relating to the transfer.
- We will handle any correspondence from the sponsor relating to the closing budget, and will liaise with you/your new department; some sponsors require us to review and confirm the funds remaining, and to put together a proposed continuation budget, before the award is re-announced
- We will receive and check the re-issued award letter, and will accept on your behalf
- We will activate the grant at the University so that the funds are available for your research
Transferring a grant out of the University
As soon as you know you will be moving, please contact the following people:
- Your current department
- Your new department at your new University
- The Research Operations Office's Awards Administrator
- The Research Operations Office at your new University
- Your sponsor
- Any staff employed on the project - consult Human Resources for assistance if staff are going to transfer with you, or will need alternative employment once the project is transferred
- You will also need to contact our Finance Division to advise the Fixed Assets helpdesk of any equipment that will be transferred out of the University, as this will need to be excluded from the Fixed Assets register
We offer the following service to assist with the transfer:
- The Award Administrator will seek confirmation of the transfer from your current Cambridge department, and will check with them the value of remaining funds to be transferred
- We will write to the sponsor to confirm Cambridge’s acceptance in principle and will deal with any documentation that may be required from us by the sponsor
- We will contact your new University to confirm the approximate value of remaining funds to be transferred, and to confirm the arrangements for any staff employed on the grant, any equipment belonging to the project, and any arrangements for the protection of intellectual property relating to this piece of research
- We will take care of any contractual issues relating to the transfer.
- We will provide the sponsor with a closing budget or final expenditure statement and will deal with any correspondence on budgetary issues
- We will close the record at Cambridge once the sponsor confirms that the transfer has been approved
IP and contractual issues
In both transfers in and transfers out of Cambridge, it is sensible to document any IP created while at your former institution so as to avoid future ambiguity over ownership.
Please send a list of such IP to the Research Operations Offices of both institutions.
It is also important to ensure that your former institution liaises with sponsors and collaborators on existing research agreements to transfer the agreement to your new institution.
For transfers out of Cambridge, please contact the Contract Manager for the relevant team as early as possible.
Need further information?
Please contact the Administrator in your School Team.
