End Grant or Contract Early – NIH Relinquishment

End Grant or Contract Early - NIH Relinquishment

Field	Instructions	Example	Tips/Notes
Short Title	Create a short description of the request that is identifiable in the Award Workspace. Do not use "MD-SURG-Smith" naming convention.	"Relinquish Grant as of 12/31/2023"	Review existing AMRs in Award Workspace for consistency of title format

Date Requested	Date of Submission/Request

Full Description	Include all information needed to complete the subsequent Mod request.
	1. Provide all information needed for the relinquishing statement, including: 1a. New end date 1b. New institution 1c. Contact person/email at new institution 1d. Current available balance 1e. Amount to be relinquished/transferred [direct + indirect] 1f. Equipment to be transferred	"Please relinquish award in Commons. 1a. Relinquishing date - 12/31/2023 1b. New institution - State University 1c. Contact - transfers@stateu.edu 1d. Current balance = $100,000. Amount to be relinquished = $95,000 ($58,824/direct & $36,176/indirect). 1f. No equipment will be transferred.	Be sure to include the DUNS or UEI of the new institution. The relinquished amount should be reduced by 5% of additional "holdback" to ensure coverage for any unforeseen costs at the end of the award period. If unused, these funds will transfer to the new institution upon final award closeout. If equipment is being transferred, please consult with Fixed Assets for further guidance.
	2. Statement regarding NIH Harassment Policy attestations.	"See attached NIH Harassment Policy letter."	See NIH GPS Section 8.1.2.7

Supporting Documents	1. Confirmation of current balance and/or relinquished amount.	File naming convention: "001 - Award Budget vs Actual" or "001 - OSP Confirmation of balance"	Please show or detail the calculation for the final relinquishing amount to include the holdback percentage.
	2. Signed Harassment Policy letter	File naming convention: "002 - R01HL123456_Harassment Policy Letter"	[SOMOGC Template pending]

Submitter	Assign Submitter as your SOMOGC administrator		DO NOT click "Submit to Specialist"

Request Type [dropdown]	End Grant or Contract Early

General Tips/Notes	Send AMR # and/or link to somogc@uvahealth.org to get the action logged into the SOMOGC work queue.		Without this email, we will have no idea that your AMR is ready for review
	PI and Department approvals should be captured via "Log Comment" activity.		If necessary, approvals can be provided outside of the system and uploaded as supporting documentation. See template here.
	For all AMR types, please include relevant email communication thread to provide context for the action being requested.
	Include all relevant attachments within SmartForm request page, not through "Add Comment" or on History tab.
	Don't use the WITHDRAW activity unless you really want to discard/trash the action. It cannot be reinstated once withdrawn.