Making Changes to a Sponsored Award
Post-award changes that will change or significantly affect the scope of work will require approval from the sponsor. OSPA, as the authorized institutional official will usually need to formally submit to the sponsor a request for such changes. Requests for OSPA action are initiated in the Research Portal using the appropriate submission form. Even if certain changes can be made without prior approval of the sponsoring agency (under expanded authority), typically these changes will require institutional prior approval.
Some of the most common changes include:
- Re-budgeting funds within the awarded budget
- Change in scope of work or specific aims – requires sponsoring agency approval
- Change in PI – requires sponsoring agency and OSP approval
- Change in other key personnel – seek clarification from agency
- Reduction of effort of key personnel (by 25% or more)
- Absence of key personnel for more than three months (including sabbatical, sick leave, and other types of leave of absence)
The budget lines established in Spectrum reflect the sponsor’s terms and/or what is needed to ensure that appropriate spending can occur during the project (i.e.: opening appropriate salary and subcontract lines.) Spending on each line will only be controlled if the sponsor has not granted the university re-budgeting authority. Where prior approval for re-budgeting is not required, these lines may spend into deficit but the budget total will be controlled. OSPA will not re-budget individual lines to eliminate line deficits where the sponsor does not require such rigid controls.
All no-cost extension requests require a justification for the extension that relates to the completion of the objectives of the award. Requests for no-cost extensions should NOT be made just because funds are remaining.
Under the terms and conditions of many federal awards, the university has the option of extending the project for a period of up to 12 months without having to contact the sponsor for permission if the award is under expanded authorities.
For those grants that require agency approval for a no-cost extension, usually OSPA will contact the sponsor, although it is understood that in some circumstances the request will come directly from the PI due to a personal relationship with the sponsor. In these cases, any notice received from the sponsor should be uploaded into the Portal as part of an NCE request.
Please note that requests to agencies generally take one to two months to process and approve. Therefore, we suggest such requests be submitted 90 days before the expiration of the grant in order to have the approved extension prior to the original expiration date.
PIs should consult with OSPA early in the last year of funding to determine if their award is eligible for a no-cost extension and, if so, if agency approval is required. Also, PIs should be aware of any additional required reporting to the sponsor that may accompany a no-cost extension for a particular award.
Most institutions should have in place a procedure for grant transfers. The sponsor and the relinquishing institution should agree to any transfers and the new institution should give written notice to the relinquishing institution that it will accept the transfer, usually with no changes to the scope of work or the budget, before the transfer paperwork is submitted. Also, it is important to note that the start date of the PI at the new institution does not necessarily coincide with the transfer date of their grants. There are often delays in transferring grants that will result in grant start dates later than the start date of the PI at the new institution. More details can be found in Georgia State's Grant Transfer Procedures.