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Transfer Funds

There are two main reasons that you may need to transfer funds between institions.

  1. NEW INSTITUTIONAL AFFILIATION: You are new to the University of Windsor and need to transfer grants you held at your old institution, OR you are transferring to a new institution and wish to move your grants there.
  2. MULTI-INSTITUTION PROJECT: You are a co-investigator on a grant led by another institution and a subaward needs to be established to transfer funds for work you will perform at UWindsor, OR you are a Principal Investigator who needs to transfer funds for use by co-investigators at other institutions.

The Office of Research and Integrity Services will support the administrative process required to transfer these funds. For all fund transfers, the following will be required:

  • Written confirmation of transfers and required signatures (yours, your chair and/or dean, and possibly sponsors and collaborators).
  • A copy of your original proposal materials, including budget and scope of work.
  • Your Notice of Award.
  • An ORIS External Funding Checklist submitted in the ERSO Research Portal (for funds being transferred to UWindsor).

 Some grants may require additional documentation. For example, Tri-Agency grants being transferred to a new institution will require a Grant Amendment Form.

Transferring funds between co-investigators

Collaborations among researchers from multiple institutions are becoming increasingly common. These transfers are called subgrants and are handled by Research Finance and the research office at the other institution(s). Below are key considerations when planning for transfer of funds between institutions. Due to the number of steps and legal requirements, researchers should allow ample lead time to transfer or receive funds. 

  • The sponsor’s terms and conditions or guidelines must permit the issuance of subgrants or subcontracts.
  • The amount of funds to be transferred and the recipient’s name should be listed in the application’s budget.
  • The principal investigators and co-investigators are responsible for finalizing the budget, and the principal investigator is responsible for notifying his/her research office to initiate the preparation of the subgrant letters or sub-contract.
  • Funds will not be released until certification requirements (human ethics, animal care, biohazards) are met.
  • The recipient of a subgrant must be either listed as a co-applicant on the application or on the Notice of Award and/or approved by the sponsor.
  • For both incoming and outgoing subgrants, the principal investigator named by the sponsor will be responsible for the non-financial reporting.
  • The lead institution is responsible for financial reporting.

Steps to issue a subgrant (you are transferring funds to a co-investigator at another institution):

  • Research Finance prepares a letter of agreement or contract between UWindsor and the recipient institution and sends this document to the research office of the recipient institution for signature.
  • The research office of the recipient institution signs the letter of agreement or contract verifying that the institution will administer funds according to the sponsor’s terms and conditions and that funds will not be released until certification requirements are met (human ethics, animal use, biohazards).
  • Upon receipt of this signed letter of agreement or contract, Research Finance transfers funds to the recipient institution.
  • UWindsor is fully accountable for all funds, including the subgrant. Research Finance requests financial reporting from the recipient institution as required by the sponsor. Non-financial reporting remains the responsibility of the principal investigator.

Steps to receive a subgrant (you are receiving funds from a Principal Investigator at another institution):

  • The principal investigator contacts their research office to request a letter of agreement or contract between their institution and UWindsor.
  • ORIS receives reviews, and signs this letter of agreement or contract, verifying that ORIS/Research Finance will administer the funds according to the terms and conditions of the sponsor and that funds will not be released until certification requirements are met (human ethics, animal care, biohazards).
  • Because UWindsor requires co-applicants to receive an institutional signature on requests for funding, ORIS will have a copy of the application on file and will, therefore, be able to proceed with authorizing a project for the funds. If the applicant has not obtained UWindsor signatures (i.e., deans, heads, etc.) on the application, they must submit an ORIS External Funding Checklist in the ERSO Research Portal for review and approval.
  • ORIS will notify the co-applicant by e-mail when the project has been set up.

All researchers are reminded that transfer agreements must be signed by the VPRI or delegate. Researchers are not authorized to sign transfer agreements in their own right, as these agreements legally bind the institution.