Sponsored Project Budget Revisions

From the UNT PI Handbook:

Occasionally, a project’s financial resources need to be reallocated due to the nature and progress of the research. For example, a piece of equipment may become unnecessary, while another expense becomes necessary, or the scope of the project might change due to unforeseen circumstances. In these cases, re-budgeting may be required.

Re-budgeting will be allowed only to the extent the terms of the award or contract allow it. Therefore, before any attempt to re-budget, the PI should review the terms of the specific award. The PI should also assess the potential impacts of the proposed re-budgeting (e.g., shifting an expense from one budget category to another or shifting expenses from direct costs which may result in adjustment to the F&A cost collection). Depending on the terms of the agreement, re-budgeting may require sponsor approval.

Also review the GCA Budget Revisions page.

How to Rebudget

Speak with Rochelle Sykes to discuss your options if you think you need to rebudget between budget categories, including any potential impact to F&A. Rochelle will then assist you with an Award Adjustment Approval Form (AAA) to be submitted with GCA.If prior approval is needed, GCA will contact the sponsor.

Approvals needed for Budget Revisions

Budget Revisions of Federal awards is guided by 2 CFR §200.308 Revision of budget and program plans. It is important to review each award’s terms and conditions as individual sponsors and awards may be more restrictive.

Prior approval is required for budget revisions if:
  • There is a change in scope or objective of the project (even if there is no associated budget revision)
  • Change in key personnel specified in the proposal
  • Disengagement from the project for more than 3 months
  • 25% reduction in time devoted to the project by the PI
  • Inclusion of new costs that require prior approval in Subpart E §200.407
  • Transfer of Participant Support Costs to other budget categories
  • Subawarding, transferring or contracting out of any work, unless described in the application and funded in the approved award
  • Changes in cost-sharing or matching
  • Need for additional funding
Prior approval is not required (unless one of the criteria above is met):
  • Generally, 10% of the total budget (including IDC) may be transferred among direct cost categories but depends on the sponsor and Terms and Conditions of the award

The Research Terms and Conditions (RTC) (NSF - November 12, 2020) prior approval matrix that shows which federal agencies require or waive prior approvals for specific expenditures. You can watch this short video on reading the matrix.