Rebudgeting and Program Revisions

Grants and Contracts Office procedures for rebugeting and program revisions:

Rebudgeting

In general, recipients of external grants are allowed a certain degree of latitude in transferring funds between budget line items with the understanding that no grant appropriations are to be used for purposes other than those consistent with the original intent of the project. It is the principal investigator's responsibility to become familiar with agency-specific guidelines.

In order for Davidson College to appropriately oversee expenditures and comply with general cost principals and agency regulations, all rebudgeting requests should be sent to the grants accountant for review and approval.

Department assistants, research assistants, and lab technicians are not authorized to either request or approve budget revisions.

NSF and NIH Policy

National Science Foundation (NSF) notifications/approvals are outlined in the NSF Grants Policy Manual.

National Institutes of Health (NIH) notifications/approvals are outlined in the NIH Grants Policy Statement.

When Prior Approval is Required

Prior Approval from federal funding agencies is required for any of the following program or budget reasons:

  1. Change in the scope or objective of the project.
  2. Change in key person specified in the application or award document.
  3. Absence for more than three months, or a 25-percent reduction in time devoted to the project, by the approved project director or principal investigator.
  4. The need for additional funding.
  5. Transfer of funds budgeted for indirect costs to absorb increases in direct costs, or the reverse, if approval is required by the awarding agency.
  6. Inclusion of costs that require prior approval in accordance with the Office of Management and Budget (OMB) Circular A-21: Cost Principles for Educational Institutions.
  7. Transfer of funds allotted for training allowances (direct payment to trainees) to other expense categories.
  8. Subawards or contracting of any work under an award.

Restrictions

Federal agencies may restrict the transfer of funds among direct-cost categories when the federal share of the project exceeds $100,000 and the cumulative amount of the transfer exceeds ten percent of the total budget.

Any cost allocable to a particular sponsored agreement under the standards provided in Circular A-21 may not be shifted to other sponsored agreements in order to meet deficiencies caused by overruns or other fund considerations, to avoid restrictions imposed by law or by terms of the sponsored agreement, or for other reasons of convenience.