Change an award

Extending or amending an award

You may be able to extend your award rather than applying for a new one. This usually happens when the research needs more time than expected.

Contact the Research Operations Office if you need additional funding or other amendments, such as:

  • re-allocating funds to different budget headings (also known as ‘virement’), if this is not permitted by the sponsor’s terms and conditions
  • a change of Principal Investigator (PI)
  • any other significant changes to the project

Extending or amending grants may need approval from your Head of Department and Chair of School.

Renewing an award

A renewed award is for substantially new research in a related area.

You may be able to renew an award if the sponsor agrees it’s worthwhile to further explore the results from your original project.

Renewing an award might involve:

  • a full application for a new award that starts when the current one ends
  • a further award letter from the sponsor following discussion
  • a revised contract for the existing award

If you want to renew an award or your sponsor suggests a renewal, let us know as soon as possible.

When a renewal has been agreed with your sponsor, contact your Research Support Advisor and provide the award letter and any supporting information. Funds for the new award can usually be added to the existing award.

Transferring an award

Contact us as soon as possible if you’re planning a transfer, whether into or out of Cambridge.

Transfers can take up to 2 months, but it might be longer if the grant is complicated – for example, if it involves staff retention or relocation, equipment or intellectual property. 

You should allow for a wait of up to 4 months for the funds to reach your new university.

It might be possible to get bridge funding so you can continue your research while waiting for the transfer – talk to your Department about this.

Key steps in a transfer

The following steps apply mainly to research grants with set terms and conditions. Transferring research contracts may take fewer steps.

  1. Tell everyone involved that you plan to transfer your award and propose a date for the transfer to take effect.
  2. You may need to complete forms at this stage – your sponsor will tell you what you need to do.
  3. The institutions involved will need to contact each other and exchange any necessary paperwork.
  4. You’ll need to confirm arrangements for staff and equipment funded by the award.
  5. The legal or contracts teams at each institution will talk to you about any intellectual property issues before the transfer.
  6. All forms will be completed and returned to the sponsor.
  7. The sponsor will request a final expenditure statement or closing budget. This may need to be reviewed and confirmed by your new institution.
  8. The sponsor will re-announce the award, usually in a revised award letter addressed to your new institution.
  9. The transfer is complete, and the funds are available in your new institution.

Intellectual property

Whether you’re transferring into or out of Cambridge, it’s a good idea to document any intellectual property created at your former institution. This helps avoid future ambiguity over ownership.

Please send a list of any intellectual property to the Research Operations Office at both institutions.

Contracts

Your former institution should liaise with sponsors and collaborators to transfer any existing research agreements to your new institution.

For transfers out of Cambridge, contact the Contract Manager for the relevant team as early as possible.

Transfer procedures

Find out who to contact when transferring an award and how the Research Operations Office will support you throughout the process.

As soon as you know you’ll be moving, contact:

  • your current department
  • your new department at Cambridge
  • the Finance Analyst (Research and Grants) in the Research Operations Office
  • your sponsor
  • any staff employed on the project
  • your current Human Resources team, if staff will be transferring with you or need alternative employment after the transfer (you can also contact Human Resources at Cambridge if you have any problems)
  • the Finance Division at Cambridge – you'll need to tell the Fixed Assets Helpdesk about any equipment coming into the University, so it can be included on the Fixed Asset Register

The Research Operations Office will:

  • confirm the transfer with your new department at Cambridge
  • write to the sponsor confirming Cambridge’s acceptance in principle and deal with any documents they require
  • contact your current university to confirm arrangements for any staff, equipment or intellectual property
  • talk to your department about the at-risk process of setting up the grant, at their discretion, so the project can continue without interruption, especially if the transfer might be lengthy or complex
  • deal with any contractual issues relating to the transfer
  • handle any sponsor correspondence about the closing budget and, if needed, review and confirm remaining funds, and prepare a continuation budget
  • receive and check the re-issued award letter, and accept on your behalf
  • activate the grant so that the funds are available for your research

As soon as you know you’ll be moving, contact:

  • your current department
  • your department at your new university
  • the Finance Analyst (Research and Grants) in the Research Operations Office
  • the Research Operations Office at your new university
  • your sponsor
  • any staff employed on the project
  • Human Resources, if staff will transfer with you or need alternative employment after the transfer
  • the Finance Division at Cambridge – you'll need to tell the Fixed Assets Helpdesk about any equipment being transferred out of the University, so it can be excluded from the Fixed Assets Register

The Research Operations Office will:

  • confirm the transfer with your current Cambridge department and check the value of funds to be transferred
  • write to the sponsor confirming Cambridge’s acceptance in principle and deal with any documents they require
  • contact your new university to confirm the approximate value of funds to transfer, and confirm arrangements for any staff, equipment or intellectual property
  • deal with any contractual issues relating to the transfer
  • give the sponsor a closing budget or final expenditure statement, and deal with any correspondence about budgetary issues
  • close the record at Cambridge once the sponsor confirms the transfer has been approved