After an award is made, changes may be needed, such as an extension of project period, reallocation of funds among budget categories, or even a new principal investigator. Review the award document and sponsor policies to determine whether the change requires sponsor approval or may be approved internally at UMB. Whether a form, email or memo is used to request the change, it should be signed by the Principal Investigator and should include an explanation/justification for the change. The signature of the PI indicates that the PI is aware of and is in agreement with the requested change. If a change may be approved internally at UMB, use the appropriate form to collect internal approvals and to provide data to update Office of Research and Development and eUMB records. If a form is not available (for example, for change of department or for reallocation of funds among "child" projects under an award), forward the request via a signed memo with appropriate attachments.
If a change requires sponsor approval: - The Principal Investigator writes a letter to the sponsor describing and justifying the request.
- The letter is signed by the PI and by an Office of Research and Development authorized official. Emails must be initiated (sent) by the PI in lieu of signature.
- Additional approvals signatures are required for change of department, change of PI and transfer of the award to a new institution
- The sponsor must approve the request in writing. Sponsor approval is normally provided by the grant or contract officer, and not by a program official. Approval may be in the form of a letter or an award modification.
- Office of Research and Development will then process the approved request and forward to Restricted Funds as appropriate.
A change to the scope of work always requires approval of the sponsor. A change of PI usually requires sponsor approval. The request for change should be signed by the original PI (if available), the new PI, and the department chair. Change of department does not require sponsor approval. The request for change should be signed by the PI and by both the prior and new department chairs. If the department is in a different school, then both the prior and new deans must also approve the request for change. For Federal grants, agency approval is required for absence of the PI for three months or more, a change of Key Personnel, or a reduction in PI or Key Person effort of more than 25% of the committed effort. The committed effort is the effort promised in the proposal, unless the sponsor has subsequently approved a new level of effort for that individual. Guidance and instructions for budget modifications Budget modification request form Request for carryover of unobligated balance Guidance for no-cost extensions Request for no-cost extension (request 4-6 weeks in advance of the current award expiration date) Faculty transfer (transfer of grant to another institution)
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