PI Change for Grant Awards and Projects

Purpose:  Use this document to change PI for Grant Awards or Capital Projects in ctcLink.

Audience:  Finance/Grant Fiscal Staff.

You must have at least one of these local college managed security roles:

  • ZC Awards Processing
  • ZZ Awards Processing

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

PI Change

PI stands for 'Principal Investigator' which is the person who is responsible for the design, conduct, and reporting of grant activities, also known as a grant program manager.  If you need to add a new Grant PI ID, please submit a ctcLink Service Ticket with the PI's first and last name, and EMPLID number.  If the PI is new to your college, please ensure the individual is set up as an employee in ctcLink before requesting they be set up as a grant PI.

Change PI for a Grant Award

Navigation: Grants > Awards > Award Profile

  1. On the Find an Existing Value tab of the Award Profile search page, enter or select the Business Unit.
  2. Enter or lookup the appropriate Award ID.
  3. Select Search.  The Award Profile page is displayed.
  4. On the Award Profile page select the looking glass next to the Award PI field to select the new PI from the eligible PI list.
  5. Select the Additional Information link. The Additional Information page will display.
  6. Optional to additional details by selecting the Additional Information link to view and add appropriate comment in the Comments field.  This example uses PI Change.
  7. Select the Return To Award Profile hyperlink.
  8. Select Save.
Award Profile page
  1. Section complete.
Change PI for a Project

Note: Repeat this section for all projects in the Award if the PI has changed for all projects.

Navigation: Grants > Awards > Establish Project General Info

  1. On the Find an Existing Value tab of the Project General search page, enter or select the Business Unit.
  2. Enter or select the appropriate Project.
  3. Select Search.  The Project General Information will display.
  4. On the General Information tab of the Project General Information page, select the Project Team link.  The Project Team page will display.
Project General Info page
  1. The Team tab page displays.
  2. Select the EmplID link for the current PI. The Team Detail tab will display for this employee.  

To see all Project Team Members, select the View All link.

Select EMPLID link
  1. On the Team Detail tab, uncheck the Project Manager checkbox associated with the original PI.
  2. Change the End Date for the original PI to the date the PI change took place.
  3. Select Save.
  4. Select the Team tab.
Uncheck PI and add end date
  1. On the Team tab page, the former PI information updates.
  2. Select the plus sign icon [+] to add a new row.
Updated PI information displays
  1. A blank Team Detail page displays.
  2. Enter or lookup the Employee ID associated with the new PI.
  3. In the Availability Dates section, enter the following as needed:
    1. Select a Project Role equal to PI.
    2. Select the Project Manager checkbox.
    3. Enter the Start Date when the PI change will take place.
    4. Enter the End Date when the project is scheduled to end.
  4. Select Save.
  5. Select the Team tab.
Adding New PI information
  1. Review the new employee record for the new PI and insure that the Project Manager checkbox is checked.
  2. Note that the Project Manager checkbox for the former PI is NOT checked.
  3. Complete the Change PI for a Project section of this QRG  for each project in the award that has a new PI.
Review changes
  1. Process complete.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

Video Tutorial Via Panopto

View the external link to PI Change for Grant Awards and Projects. This link will open in a new tab/window.


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