This document provides comprehensive guidance and information pertinent to document and process post award budget change requests.

Outlined below are guidelines to be considered when requesting a re-budget on a sponsored project. All requests should be entered into UVMClick utilizing the Award Modification Request function and will be processed by a SPA Financial Analyst.

  • The net change of any re-budget must be zero.
  • Re-budgeting between approved direct cost categories on the same project when F&A is not affected will not be performed unless sponsor budget restrictions apply and a new approved sponsor budget is received.
    • For example, the sponsor approved budget includes $40,000 in lab supplies and $5000 in domestic travel.  In cases where the award’s terms and conditions allow UVM to re-budget without sponsor approval, the budget does not need to be changed to spend $10,000 in domestic travel and $35,000 in lab supplies. This allows PeopleSoft to maintain the integrity of the last sponsor approved budget and tracks the actual spending versus awarded budget more accurately for future reference
  • The below budget categories exclude F&A and always require balancing between direct and indirect budgets when requesting a re-budget:
    • For example, you need to add $5,000 to an approved equipment budget to cover the actual cost of a piece of equipment.  Assuming the F&A rate for this award is 56%, you would reduce $3,205 from a direct cost category (i.e. F6050 – Domestic Travel) and $1,795 from F&A (F6600) and add $5,000 to the equipment budget (F6500).  This ensures your direct and indirect budgets are balanced and eliminates any potential shortfalls in the future.
  • F6532 - Tuition & Fees
  • F6127 - Patient Care Expenses
  • F6101 - Participant Expenses
  • F6521 - Sub-Award >$25k
  • F6500 - Equipment
  • F6350 - Non-UVM Facilities Rental
  • F6910 - Alterations & Renovations
  • F6450 – Acquisitions
  • For federally funded awards, adding a budget category that is normally considered an indirect cost, requires additional documentation:
    • ​To comply with 2 CFR 200 Subpart E and the University’s Cost Policy on Sponsored Agreements,  opening up a budget category that would typically be treated as an indirect cost, requires completion and approval of a Direct Cost Justification Form for federally funded agreements.  Below is a list of budget categories that require approval of this form prior to the budget line being opened in PeopleSoft:
  • F6002 - General Supplies & Services*
  • F6020 - Computer Services*
  • F6301 - Utilities
  • F6006 - Memberships & Subscriptions*
  • F6007 - Work Order Service
  • F6320 - Telephone & Telecom Services*

*Exceptions apply for Extension (EXT), Experiment Station (EXP), and Capacity Fund grants.  Refer to the Cost Policy on Sponsored Agreements for details.

  • Foreign travel (F6052) on a federally funded agreement must adhere to the requirements of the Fly America Act and other UVM international travel processes.  Please refer to the "Guidance on Fly America Act" for details.  The PI/UA should include the following information on the budget revision form when requesting to open up a foreign travel budget line that was not originally budgeted for in the proposal.
    • Who is traveling and confirmation that they are currently paid from the project?
    • When are they traveling?
    • What is the origin and destination of the travel?
    • How does it relate to the scope of work?
  • Examples of some common re-budget restrictions that may require sponsor approval are (List is not inclusive, always refer to your award for specific re-budgeting restrictions):
    • Re-budgets between direct and/or indirect cost categories.
    • Re-budgets that result in a change in scope or objective of the project.
    • Unless waived, budget revisions that exceed a specified percent of re-budgeting between direct cost categories (i.e. 10%, 25%).  This limitation can be found either in the sponsored agreement or its applicable policies.
    • Transfer of funds budgeted for restricted categories (i.e. clinical trials, patient support costs, participant expenses). 
    • Transfer of funds between constructions and non-construction activities
    • Use of funds to issue a subcontract that was not part of the approved budget.
    • Issuing a fixed price subcontract on federally funded awards.
    • Use of funds for international travel that was not part of the approved budget.
    • Use of funds for meals that were not part of the approved budget.
    • Change in sponsor required cost share.
    • Purchase of a unit of equipment exceeding $25,000 not originally budgeted and awarded.
    • Capital Expenditures or Alteration and Renovation of Facilities under non-construction awards.

For more details on this process and what needs to be included in the request, refer to the Re-budget Procedure.

 

Updated 5/8/20