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Most funding agencies permit changes in budgets up to a certain level without prior approval. PD/PIs are expected to understand the budget limitations of their grants prior to overspending in any budget category.

Funds moved from a non-salary budget line to a salary budget line must take into account the resulting change in fringe and indirect costs. Likewise, funds moved from a salary line to a non-salary line will release fringe and indirect amounts that may also be applied to a non-salary line. The associate director of academic budgets and financial planning must approve in advance any budget modifications that will extend the appointment of a staff member.

To initiate any budget modifications, please complete a Prior Approval Request Form. Completed forms should be submitted to the senior financial analyst for post-award grants & contracts.

If a granting agency requires notification of a budget change, the principal investigator should contact Sponsored Research Programs who will coordinate the preparation of materials for the request.

The objectives or scope of federally funded projects may not be changed without prior approval. Such change requests must be signed and submitted by the authorized organizational official via the funder's appropriate systems.

Changes in PI/PD, co-PI/co-PD or Person-Months Devoted to the Project

The named PI/PD (and co-PI/co-PD) should be continuously responsible for the conduct of the project and effort should align to the budget that was submitted to the sponsor.

If ºÚÁϳԹÏÍø±¬ÍøÕ¾ determines that there is a need for the addition of a new co-PI/co-PD, or the current PI/PD or co-PI/co-PD plans to, or becomes aware that they will: (i) devote substantially less effort to the project than anticipated in the approved proposal; (ii) sever their connection with ºÚÁϳԹÏÍø±¬ÍøÕ¾; or (iii) otherwise relinquish active direction of the project, they shall advise Sponsored Research, who shall initiate action appropriate to the situation under the guidelines that follow.

1. Long-Term Disengagement of PI/PD or co-PI/co-PD
   In the event the PI/PD or co-PI/co-PD will be disengaged from the project for a period greater than three months (e.g. sabbatical leave) but intends to return, arrangements for oversight of the project must be signed and submitted by the AOR to the sponsor. This information must be provided at least 30 days before departure or as soon as practicable after the prospective disengagement is known.
2. Changes in Person-Months Devoted to the Project
   If the PI/PD or co-PI/co-PD will devote substantially less time to the project than anticipated in the approved proposal, (defined as a reduction of 25% or more in time) they should consult with Sponsored Research Programs. Requests for changes to the person-months devoted to the project must be signed and submitted by the AOR to the sponsor.

At the time a grant is awarded, the funder will inform the PD/PI of the project period. As the project end date approaches, the PD/PI may wish to request a no-cost extension, providing grant funds remain. The process of obtaining a no-cost extension varies depending on the funder. Therefore, PI should contact the Sponsored Research Programs at least 90 days in advance of the original end date, to discuss how to obtain a no-cost extension for their award.

If a principal investigator plans to leave ºÚÁϳԹÏÍø±¬ÍøÕ¾ College during the course of a grant, the PI should contact Sponsored Research Programs to discuss options and procedures. ºÚÁϳԹÏÍø±¬ÍøÕ¾ College has the perogative to:

• nominate a replacement PD/PI who is subject to the funder's approval;

• request that the grant be terminated; or

• transfer the grant to the PI's new organization. In those cases where a PI's participation is integral to a given project and ºÚÁϳԹÏÍø±¬ÍøÕ¾ College and the new organization agree, Sponsored Research Programs will coordinate a grant transfer from ºÚÁϳԹÏÍø±¬ÍøÕ¾ College to the PI's new institution.