Process for Grant and Subcontract Modifications

Budget modifications are needed when the agency reduces funding previously granted, when additional funds are awarded, or when funds need to be moved between budgetary categories (e.g. salaries, supplies, travel, etc.). Approval for budget modifications is based on availability of unencumbered funds, agency regulations, and, when required, agency approval. (If you are needing a modification on a contract, please visit "Assistance with Contracts". This process should be used for all budget modifications, including subcontracts:

  • Contact the grant accountant, Paula Lund, and request an "available balance worksheet".
  •  Complete the budget modification form.
  • Attach to the budget modification form:
    • the available balance worksheet
    • applicable supporting documentation, which may include:
  • Route the form and documentation for signatures.
  • The completed form and documentation is due to ORSP at least 1 week (5 business days) prior to the deadline set by the funding agency (if applicable). If the modification is being requested in conjunction with a no cost time extension (NCTE), please see below and note that the due date will be significantly earlier.
  • Please contact ORSP for assistance at any point in the process.

 

No cost time extensions (NCTEs) are available through several federal and state agencies, as well as some private grantors. The "no cost" refers to the stipulation that no additional funds will be awarded, but additional time is being allowed to complete the project. Generally time extensions are for 6 to 12 months and must be requested 8 weeks prior to the grant expiration date. Often a justification must be provided, and typically only one NCTE is allowed. Many agencies have policies on exceptions, and we can assist you in navigating each organization's individual policy. This process should be used for all no cost time extensions:

  • Contact the grant accountant, Paula Lund, and request an "available balance worksheet".
  • Complete the no cost time extension form.
  • Attach to the no cost time extension form:
    • the available balance worksheet
    • any applicable supporting documentation
  • Route the form and documentation for signatures.
  • The completed form is due to ORSP at least 8 weeks prior to your current expiration date.
  • If a budget modification will be needed in conjunction with your NCTE, please see above and route the budget modification request at the same time.
  • Please contact ORSP for assistance at any point in the process.

 

Other modifications may be directed by the funding agency or may be necessitated by circumstances. It is critical that you contact ORSP before contacting the funding agency. Please contact ORSP as soon as you become aware of any of the following:

  • a change in principal investigator (PI/PD)
  • a change in project scope or project objectives
  • you are leaving UW-L and have an existing grant/contract
  • you are a new hire at UW-L and wish to bring a grant/contract with you