Award Modification Request
Process Overview
Federal Sponsors expect the grantee institution to anticipate the full extent of its financial requirements when applying for a grant. The applicant should be prepared to justify both benefit to the project and calculation of all costs requested. Approval of a grant budget by the sponsor constitutes prior approval for the expenditure of funds for the specific item included in that budget.
Certain Federal sponsors permit grantee institutions to rebudget between budget categories of the project to meet certain unanticipated requirements in research, training, and program projects, provided that the expenditures are necessary to the successful continuation or completion of the project, that the grant funds are expended in conformity with sponsor policies and the Federal Regulations governing the respective grant with the guidelines set forth below. Such departures must enhance and not impede progress of the project toward its stated objective and be in conformance with the rebudgeting guidelines of this policy statement and the policies and procedures of the grantee institution. They may further be conditioned by restriction imposed by the sponsor as a condition for the individual award.
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Definition of Prior Approval:
For purposes of these guidelines, “prior approval” is defined as the written permission by an authorized official in advance of an act that would result in the obligation or expenditure of grant funds for certain purposes not included in the approved budget as shown on the award document.
All prior approval requests must be sent to SPS Account Management Administrators within the required sponsor timeframe for the specific request. Please review the Terms & Conditions for specific restrictions. Otherwise, most sponsors require requests 30 days prior to the effective date of the change.
There may be changes to an award throughout the life of the project. When changes are needed, an Award Modification Request (AMR) should be used to request these actions.
Initial Review: The submitted grant undergoes an initial review by the university’s grants management team or business office. This review ensures the grant application is complete, complies with all relevant guidelines, and aligns with the university’s mission and objectives.
Budget and Financial Assessment: The business office assesses the budget and financial aspects of the grant proposal. They verify the proposed budget aligns with university policies and regulations, including allowable costs and financial sustainability.
Compliance Check: The grant proposal is checked for compliance with legal, ethical, and regulatory requirements. This may involve ensuring adherence to sponsor guidelines, human subjects protections, animal welfare standards, and other applicable regulations.
Negotiation and Approval: If modifications are needed (e.g., budget adjustments, scope changes), the business office may negotiate with the sponsor or principal investigator to address concerns and seek approval for necessary revisions.
Award Notification: Once the grant is reviewed, modified (if necessary), and approved by the university’s business office, the sponsor issues an award notification. This document outlines the approved funding amount, project duration, terms, and conditions.
Grant Management and Reporting: Post-Award, the business office oversees grant management activities. This includes financial tracking, expenditure monitoring, reporting requirements, and ensuring compliance throughout the grant period.
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