Scope

Per the guidelines in Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards (2 CFR 200, Uniform Guidance), UVA is required to provide reasonable assurance that federal awards are managed in compliance with federal statutes, regulations and the terms and conditions of the federal award. Any revisions to budget and program plans may require institutional and/or sponsor approval. In accordance with 2 CFR 200.308, awardees are required to report deviations from budget or project scope or objective and request prior approvals from federal awarding agencies for budget and program plan revisions.

This procedure documents the process for requesting changes to the budget or program plans of a sponsored award which may require sponsor and/or institutional approval. These requests include changes in period of performance, extension requests, re-budgeting, PI transfers, changes to key personnel, transfer of funds from restricted categories, amendments for subawards, etc.

Responsibility

The Principal Investigator (PI) and/or Project Director is responsible for:

  • Authorizing the request for Award changes.

School/Departmental Administrators are responsible for:

  • Assisting PIs in reviewing budgets, tracking progress of technical work and submitting requests for changes to grants and contracts via ResearchUVA (RUVA) Award Modification Requests (AMR) with supporting documentation, when necessary. 

The Office of Sponsored Programs (OSP) is responsible for:

  • Reviewing all AMRs for completeness. 
  • Ensuring all requests are in compliance with sponsor and institutional policies.

Procedure

  1. School/Departmental Administrators enter the AMR in RUVA.
  2. School/Deparmental Administrators gather PI and School approvals on the AMR and assign the action to the OSP Pre-Award Specialist.
  3. The OSP Pre-Award reviews and processes the request in RUVA and in the financial system, notifying the department and others. 

Ownership

The Executive Director of the Office of Sponsored Programs is responsible for ensuring that this procedure is necessary, reflects actual practice, and supports University policy.