Award Revisions

Many projects must pivot during the life of their award.  While some changes require prior sponsor approval, others do not. Refer to the award’s terms and conditions for required prior approvals and if a formal amendment is needed.  Unit officials must ensure all project changes do not alter the project’s scope of work. 

Change in Scope or Objective of the Project 

Sponsors must approve any changes to the project’s scope or objective, even without a budget revision. Your SPA Award Management Contact can help with submitting this request, as submission methods vary by sponsor. 

Change or Disengagement in Key Project Personnel 

Sponsors must approve changes in key project personnel specified in the award documents.  Federal sponsors also must be notified if the PI will be disengaged from the project for more than three months or if they reduce project effort by 25%. Your SPA Award Management Contact can help with submitting these requests, as submission methods vary by sponsor.  

Please also reference Provost Communication #19:  Sabbatical Leaves of Absence. 

Pre-Award Cost Request

At the unit's risk, many sponsors allow project costs to be incurred up to 90 days prior to the start date of a project.  Once the award is fully executed, if pre-award costs were not approved by the sponsor, your SPA Award Management Contact can assist requesting approval for the incurred costs.  If the sponsor does not approve this request, any unallowable pre-award costs must be removed from the project. 

Carry-Forward of Unexpended Funds to Subsequent Budget Period

Many sponsors allow multi-year projects to carry-forward unspent funds. For projects without automatic carry-forward, sponsor approval is required to use these funds in later budget periods. Use SPA’s template “Sample Request for a Sponsor Approved Carry Forward” when working with your SPA Award Management Contact. SPA will countersign the letter and forward it to the appropriate sponsor contact.  For federal sponsors, the authorized sponsor approver is usually the Grants Officer, not the Program Officer. 

Budget Revision

Sponsors may allow a minimal amount of budget transfers among direct cost categories and rebudgeting of direct costs to F&A costs and vice versa.  However, the following budget revisions usually require sponsor prior approval.   

1. Add a subrecipient under a Federal award. 
2. The transfer of funds budgeted for participant support costs to other categories of expense. 

If the sponsor does not have an electronic system, use SPA’s template “Sponsor Approved Budget Revision” when working with your SPA Award Management Contact.  SPA will countersign the letter and forward it to the appropriate sponsor contact.  For federal sponsors, the authorized sponsor approver is usually the Grants Officer, not the Program Officer. 

Adding or Changing a Subrecipient

If a subrecipient is not identified at proposal stage, the University may be required to seek sponsor approval before contracting out any work.  Your SPA Award Management Contact can help with this request, as submission methods vary by sponsor.  If adding or changing a subrecipient affects the approved project budget, please refer to “Budget Revision”.

No-Cost Extension (NCE)

If the PI needs more time to complete the project’s scope of work, a No-Cost Extension (NCE) should be requested.  However, an extension cannot be requested merely to use unobligated funds.  Extension requests should be submitted at least 30 days before the project’s end date. 

First Federal NCE:  Many federal sponsors allow the University of Illinois to approve a single no-cost extension of up to 12 months. SPA must notify the sponsor of this extension. If the sponsor does not have an electronic system, use SPA’s template “University Approved No-Cost Extension” when working with your SPA Award Management Contact. SPA will countersign the letter and forward it to the sponsor’s granting officer. 

Additional Federal NCEs:  Any additional no-cost extensions or those over 12 months must be approved by the sponsor before extending the award’s end date. If the sponsor lacks an electronic system, use SPA’s “Sponsor Approved No-Cost Extension” template when working with your SPA Award Management Contact. This request requires the same information as the university-approved request but needs an amendment or the sponsor’s countersignature to take effect.  SPA will countersign the letter and forward it to the sponsor’s granting officer. 

Non-federal NCEs:  If a project needs additional time, refer to the award’s terms and conditions.  Your SPA Award Management Contact can help with submitting this request, as submission methods vary by sponsor.