Rebudgeting on a Sponsored Project

Best Practices

• Grants Accounting (GA) should be contacted first for questions on requirements for re-budgets – not the Sponsor, Program Officer (PO), or the Grants Coordinators (GC).
• Sponsors mandate that all requests are signed by the Authorized Organizational Representative(AOR).
  The PI is not an AOR.
• To provide an adequate and timely review of awards and financial documents for re-budgets, all requests need to be emailed.

Rebudgeting Procedure

To determine if the Sponsor allows re-budgeting and whether prior approval is required:

• Complete the Re-Budget Request Form to UNO Grants Accounting (GA), providing the following project information:
  • WBS number and NuRamp Form number
  • The amount and budget categories to be re-budgeted
  • Budget years affected
    (i.e., one budget period change or for all remaining budget periods)
  • Justification for re-budget
    • This clearly identifies why funds are not needed in the category being reduced and why they are needed in the category being increased. The justification should include an overall statement as to how this revision will benefit or address the needs of the project.
  • GA will review the request using the following criteria:
    • Does the PI specify a change in the scope of work?
    • Is the variance within the Sponsor-mandated % threshold?
    • Will the revision cross restricted categories that require approval?
      • This is dependent upon the Sponsor’s Terms & Conditions.

Sponsor Approval - NOT Required

• If Sponsor approval is not required:
  • GA will respond to the request informing the PI that a formal re-budget request is not required, and the PI can proceed with the reallocation, purchase, or hire.
  • No further action is required for the PI.
  • Re-budgets not requiring Sponsor approval will not be reflected in SAP or monthly reports.
    • No internal budget adjustments will be made, but GA will note the file of intent to deviate from the original proposed budget. The budget in SAP must match the Sponsor approved budget at all times so that we are all operating from the same budget.

Sponsor Approval - IS Required

• If Sponsor approval is required:
  • GA will notify the GC on the NuRamp Form of the re-budget request, providing the initial request from the PI and the current SAP budget with expanded categories. The GC will reach out to the PI requesting any additional information or to review the official request before submission.
  • GC will update the budget template and create the required document and will send the request to the sponsoring agency, per the terms of the award.
  • If the Sponsor approves:
    • GC will upload the revised approved budget into NuRamp, notifying GA of the authorized change in budget categories. GA will update SAP to reflect the change.
    • The approval will be communicated to the PI, key personnel, chairs, and deans through an Award Notification in NuRamp.
  • If the Sponsor disapproves:
    • The GC will send communication to the PI and GA via email and upload a copy of the communication into NuRamp.