Grant Termination/Suspension Process – Roles & Contact Points
This information sheet outlines the process to follow when a federal grant or federal flow-through subcontract/MCA is terminated, including who to contact at each step.
Step 1: Notifications
The process begins when the faculty member Principal Investigator (PI) receives a notification of termination. In some cases, Sponsored Projects (SPA) may receive the notification first.
- If the PI receives the notification from the sponsor directly:
- The PI should contact Dean Bill Maurer
- The PI should also immediately contact SPA (Paul Lekutai at plekutai@uci.edu and Jeff Warner at warnerj@uci.edu ). The PI should not take any action or provide any information or response to the agency/sponsor without notifying SPA first.
- If the PI receives notification from SPA, the PI should confirm that Dean Bill Maurer was copied on the notification, and if not, the PI should contact Dean Bill Maurer
- Dean Maurer will inform Holly Hapke, Director of Research Development and Shelly Bennett-Burns, Director of Finance and Business Operations
- Shelly will notify Elizabeth Trammell, Social Sciences Contract and Grant Manager, and the financial analyst assigned to the award
Step 2: Initial Meeting
PI will arrange a meeting with the following participants:
- Jeff Warner (Sponsored Projects)
- Paul Lekutai (Sponsored Projects)
- Holly Hapke
- Elizabeth Trammell
- The grant analyst assigned to the award
This meeting will review the situation and discuss next steps.
Step 3: Expense and Terms Review
The grant analyst for the award will:
- Review all expenses and projections for the award
- Work with the Contract and Grant Manager to review award terms and ensure compliance
- Reach out to the department manager, Social Sciences Graduate Office, and the Social Sciences HR office, if projected expenses need adjustment
- Work with C&G Accounting to finalize expenses
Step 4: Bridge Funding Request
Holly will work with the PI on the written request for bridge funding from the Office of Research while the grant analyst will create a budget to ensure all costs are captured. If bridge funding is approved:
- The funding will be transferred into the faculty member’s designated account
- The faculty member will work with the department and grant analyst to ensure expenses are reestablished and set up on the correct accounts
Step 5: Final Actions
If the grant is reinstated or unsuspended:
- The faculty member will work with the department and grant analyst to ensure expenses are reestablished and set up on the correct accounts