There are various situations requiring a modification to an award. UNCA has developed a simple set of guidelines to aid in the request for a modification from the sponsor and the university. The most common types of request are described below.
The Budget Modification Matrix will help determine when a request for a budget modification is required. If the matrix indicates that a modification is necessary, contact the Office of Sponsored Scholarship and Programs to assist you with requesting a modification from the sponsor.
If you determine that the work may not be completed or the final reports and/or deliverables will not be finished, a time extension is necessary. Time extension requests are made through the Office of Sponsored Scholarship and Programs.
Advance of Funds or Advance of Time
An IPAR is used when the sponsoring agency has indicated it will award additional funds and/or time, but has not yet provided the official award document. In order to continue charging expenses past the current end date or award amount, an advance request must be reviewed and approved by the PI/PD’s department chair and dean.
Expenditures Exceeding the Award Amount
If expenditures exceed the award amount, the Special Funds Accountant will inactivate the appropriate Banner account so no further charges can occur. Please note, this will not stop payroll charges. It is the responsibility of the PI/PD and the department to notify the Grants and Endowment Accountant of a charge associated with payroll.
The PI/PD must work closely with the Special Funds Accountant to correct any deficits as soon as possible after they occur. The PI/PD should identify a non-sponsored account with sufficient funds to absorb the deficit. It is usually not acceptable to reallocate expenses from one sponsored program to another in order to correct a deficit or pay a disallowable charge.
In the absence of specific advice within 90 days after the expiration of the award, the expenses will normally be charged in the following manner:
- First, to the PI’s discretionary incentive account to the extent the funds are available.
- Next, to the department’s discretionary account to the extent funds are available.
- Next, to the dean’s discretionary account.
- Next, to the department’s appropriated account.
- Next, to the dean’s appropriated account.
For more information, please see the Contracts & Grants section of the Finance Forms page.