Transfer of Grant (Principal Investigator Transfer)
If a UGA PI transfers to another institution, OSP requires a letter signed by the PI and the Department Chair authorizing the transfer of any awards. This letter must include a list of current awards and pending proposals; for each an agency name, grant or proposal number, agency contact name, address, phone number, e-mail address, and amount of current budget period is detailed. This letter should also include any relevant information on award cost sharing and/or subcontracts. The University of Georgia will then authorize the relinquishment of the award, and unexpended funds are returned to the sponsor. Next, the sponsor will transfer the award to the PI’s new institution and the new institution will assume administration. The general process is the same for all grant transfers, but agency-specific instructions and requirements must be considered. Issues related to equipment purchased on an award should first be addressed to department heads, as equipment is considered property of the State of Georgia.
Supplemental Request
A proposal submitted by a PI to the sponsor of a funded project, requesting additional or supplemental funds to be applied to that funded project. Supplemental requests are considered formal proposals, and require SPA sign-off and approval.
Supplement
An additional allocation of project funding provided by a sponsor to a grant recipient in response to a formal request. Supplements are awarded for a specific purpose that is related to the parent award.
Subrecipient / Subcontract Monitoring
The activity by which an institution’s specific policies and procedures for ensuring sound financial practices are applied to sponsored funds it awards or flows downed to a third party recipient in the form of a subcontract.
Subrecipient
The entity receiving a portion (termed a subcontract or subagreement) of a UGA or UGARF award. Federal sponsors place stringent monitoring and oversight regulations on UGA or UGARF whenever an awarded project requires a subcontract or subagreement in order to complete the approved scope of work.
Subcontract / Subagreement
A legally binding agreement creating and defining the obligations between UGA or UGARF as the prime award recipient and a third party (subrecipient), frequently another university.
A subcontract/subagreement should not be included in a proposal unless you have the appropriate support documents from the third party; otherwise, you are committing another entity’s personnel and resources in the project without approval from that entity’s Authorized Organization Representative (AOR). The subrecipient should provide the following documents to UGA well in advance of proposal review and submission by the SPA:
- Specific scope of work
- Detailed budget by category, including cost sharing
- Budget justification
- Curriculum Vitae
- Letter of institutional approval
- Other documents as required
Subaccount / Internal Account
Secondary university accounts set up to appropriately allocate budgets and expenditures among multiple investigators on the same project.