Procedure Library

Approval for Post-Award Changes

Purpose

Submit requests for approval of changes to an already awarded grant or contract, in order to comply with sponsor requirements and University policies.

Applicability

Principal Investigators (PIs) and administrators should be aware that any modifications to an awarded project's scope, personnel, budget, or timeline may require prior approval - either from University officials or from the sponsor - before they can be implemented. Common revisions that typically require approval include: 

• Changes to project scope or objectives
• Change of PI or other key personnel
• Change of PI's institution
• Extended PI absence or disengagement
• Extensions of the project or budget period
• Budget revisions
• Use of prior-period funds (carryover)
• Establishing new subawards

For more information, see post-award processes in the Grant Life Cycle.

Instructions

1. Review sponsor and award requirements
   Confirm whether the proposed change is permitted and whether sponsor approval is required.
2. Determine if internal approval is needed
   Some changes require review and approval by OSP but not by the sponsor. Contact OSP for guidance.
3. Prepare the request
   Depending on the type of change, you may need to submit a form, email, or memo.
4. If sponsor approval is required
   • OSP will review the request and coordinate submission to the sponsor with the PI and administrator.
   • Approval must be received in writing from the sponsor.
5. Processing the approved change
   • One approved, OSP will process the revision - typically, via an eAward modification.
   • Management Reports will be updated accordingly.
   • Departments are responsible for monitoring these updates and ensuring accuracy.
6. If sponsor approval is not required
   Budget modification requests may be submitted directly to GCA for processing.
   NOTE: GCA can process these changes without OSP involvement only when the rebudget does not move funds into a restricted category or a new category not previously established.
   
   

Related Policies and Procedures

• Grant Life Cycle > Manage Your Award
• Grant Life Cycle > Manage Your Award > Expanded Authority Actions
• Resources > Forms > Institutional Transfers