• Departments should request a re-budget only if one of the following is occurring:
  • The movement between established categories exceeds internal tolerance (e.g., 10% of the category or award).
  • The PI is unsure whether the change affects the scope of work.
  • The re-budget action involves participant support funds.
  • The re-budget may cause changes in F&A recovery.
• Some budget and cost share modifications will need approval from the sponsor, depending on the amount of the budget or cost share change or if the category affects F&A. If you have already discussed these changes with your program officer, please attach any supporting documentation to the request.
  • For budget modifications, please attach the award modification request form. This form should have all the necessary information and PI's signature. Please also include the justification information for the requested changes.
  • Cost Share modifications – if the budget modification includes modifications to the cost share, such as adding new cost share sources or changing the type of cost share budget categories, please include the current funding sources of these new cost share items in the justification to allow the accountants to be able to verify if the funding can be applied as cost share.

• NCE (internal or external)
  • On the award modification form, please provide in the justification section the reason for the extension and what is to be accomplished during that extended time. Include the new end date and any additional information that you feel may be needed for the sponsor’s review.
• Early termination
  • If there is a request from the sponsor for early termination, please provide the sponsor's email or request as an attachment along with the form for this request. Provide the date that is requested for the early termination and the reason given for the early termination request.

These almost always require sponsor approval

• If you are requesting a change in scope or objective, a substantial redesign of research or the addition or removal of deliverables. Sponsor approval will be needed.
  • Please provide any attachments of emails or discussions with sponsor or program manager and a complete justification of what is changing and why the change is needed on the award modification form.

• If any key personnel, such as PI or Co-PI, are changing or if they are moving home departments or colleges. Please submit the award modification form and complete the justification for change, listing names of replacements along with those that are departing.
• If there is a reduction of 25% or more effort on the grant by key personnel either on the grant or as part of the cost-share, please include this in the justification section on the award modification request form with any other relevant attachments.

• If the award will be adding a new subaward agreement that was not in the original award or will be asking for a change in contract to the existing subaward, please include any correspondence with the subaward recipient and/or project sponsor along with information in the justification section of the award modification request form for the needed change.
  • For new subawards, a budget for the new award and a budget justification will need to be included to allow for the creation of the subaward contract. Please work with your college research officer or reach out to GCA for additional assistance if needed.

• Any changes to compliance related areas such as IRB/IACUC/BIOHAZARD etc., will require a complete explanation in the justification section of the award modification request form and that any communication with the program sponsor that has already occurred at the time of request should be attached.

• If the program sponsor sends the PI or department a formal amendment for a change to any aspect of the grant or if the administering entity changes please attach all documentation to the request in GRAMS for GCA to review for next steps.