OSP teams work with faculty and administrators to coordinate post award modifications and financial activities for all sponsored awards. All requests for prior approvals on existing awards should be reviewed and submitted by OSP including, but not limited to; no-cost extension requests, PI changes & transfers, budget revisions, and changes in scope. OSP staff can provide guidance regarding award management and interpretation of general sponsor requirements and award specific terms and conditions. Please contact the Research Administration Manager assigned to your college for assistance.
Absence or Change of PI or Other Key Personnel
Most sponsors require notification if there will be a change in key personnel or if there will be an extended absence of the PI. If there will be an absence or change in the PI or change in key personnel, the existing PI should contact their unit’s assigned team Research Administration Manager to discuss the requirements for informing the sponsor and obtaining the necessary approvals.
- Award Transfer from the PI’s previous institution to GMU
A new faculty member coming from another institution may request to transfer his/her sponsored project to GMU. Each sponsoring agency has different requirements related to transfers and some may not allow it. Generally, the approval of both involved institutions and the sponsor is required. The transfer should be initiated through the OSP Proposal Request Form as a new submission will need to be prepared at GMU to include a new scope of work, budget, justification, and any other required sponsor forms.
- Award Transfers from GMU to the PI’s new institution[add link] If a GMU faculty member will be transferring a sponsored project to a new institution, they should contact their college administrator, and assigned OSP Research Administration Manager for assistance.
In both cases above, the institution may elect to retain the award and a new principal investigator will be assigned to the project, if able to secure the approval of the sponsoring agency.
Some sponsors allow a certain percentage of funds to be transferred between line items without prior sponsor approval. This would be listed in the terms and conditions of the award, if allowable. If not referenced, work with OSP to determine if approval is required and submit a request if applicable.
If there are questions about revised budget requirements, or if sponsor approval is required, please contact your assigned team’s Research Administration Manager for assistance. The proposal budget should be drafted with as much accuracy as possible, but it is understood that this is the PI’s best estimate during this phase. The revised budget post-award authority should never be used to circumvent the integrity of the proposal budgeting process.
A no-cost extension is used if the PI needs more time to work on the project and did not reach all goals and original scope of work for the project. A no-cost extension is not meant to simply “spend out” the remainder of the project funds.
Most sponsors require the request at least 90 days prior to the end date of the project. Review the terms and conditions of the project for more details. To request a no-cost extension for a project, send the following to your team’s assigned Research Administration Manager:
- A request for the extension
- A justification related to fulfilling the scope of work and not unspent funds
- A new project end date
- Additional information, including a plan for unexpended funds may be needed depending on the sponsor requirements.
Change in Scope of Work (SOW)
Significant changes in the SOW will require the sponsor’s approval and this request should be submitted through OSP. Please work with your assigned team’s Research Administration Manager for assistance.