PURPOSE

The purpose of the following statement is to provide guidelines and procedures related to budget revision for contracts and grants and other sponsored programs.

GENERAL GUIDELINE/APPLICABLE POLICIES

The guidelines for revising the budget of a contract or grant are normally provided in the awarding Federal agency guidelines. If the contract or grant is with the State or a private agency, the terms are normally stated in the award document. If the occasion arises when there are no guidelines or regulations covering a particular situation, the Division of Research will be responsible for providing or obtaining the applicable guidelines. There are several major points to consider when revising a budget

1. Justify in detail on the budget revision form the reason for the revision

2. Anticipate budget needs and obtain prior approval rather than after the fact

3. Indirect costs must be adjusted when increasing salary object lines if the overhead is
calculated on salaries and wages unless the agency prevents the rebudgeting of direct cost to indirect cost.

4. Request for a budget revision must follow your school's established procedures for approval.

The Office of Contracts and Grants has been delegated the authority to review and approve budget revisions for most agencies. However, to assist you in determining which agency or which revisions can be approved by the Office of Contracts and Grants, you should refer to the federal agency guidelines statements in this section for the agency's budgetary restrictions.

In cases where agency approval is required to revise a budget the Division of Research will be responsible for obtaining the necessary approval.

PROCEDURES

UNIVERSITY BUDGET AMENDMENT REQUEST

1. Principal Investigator/Project Director requesting action to revise a project budget must complete the Request for Allotment Revision form. The completed form should be forwarded to the Division of Research if the account was processed through the Division of Research originally.

2. The Division of Research will review the budget revision and if agency prior approval is not required or no additional information is needed, the budget request will be forwarded to Contracts and Grants to be entered on the FRS system.

3. A copy of the approved form will be mailed to the Principal Investigator/ Project Director.

4. Revisions requiring agency prior approval will be forwarded by the Division of Research to the sponsoring agency for approval.

5. The Division of Research will notify the Principal Investigator/Project Director that the revision is being submitted to the Sponsoring agency for approval.

6. If additional information is needed on a budget revision not requiring agency approval the accountant in Contracts and Grants will contact the requester.