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Amending Your Grant Program or Budget
An amendment is necessary when there is a modification to the scope or finances of a previously approved grant application. When the scope of a project changes significantly or if the expenditure of a budgeted category exceeds a variance of 10% or $10,000, whichever is greater. Most Federal and State grants require an amendment to be filed no later than 30 days prior to the end of the grant. The Grants department will submit any amendments necessary but will need justification from the Program Manager on why the changes occurred.
Please contact the Office of Federal and State Grants if the scope of your project is to change or if you wish to do a large transfer of funds.
The Office of Federal and State Grants will obtain necessary Grant Amendment workbooks and work with you to complete the amendment, have the amendment signed, and submit the amendment.
The following Guidance has been published by DESE regarding Amendments:
Amendments are required when:
there is any significant change in program objectives; or
there is any increase or decrease in the total amount of the grant; or
an increase in a line of the budget exceeds $100 or 10% of the line (whichever is greater), or exceeds $10,000.
Amendments are not required when:
there is no significant change in program objectives;
there is no increase or decrease in the total amount of the grant; and
an increase in a line of the budget is less than or equal to $100 or 10% of the line (whichever is greater), and does not exceed $10,000.
When it is determined that an amendment is required, the grant recipient should fill out the standard amendment form (Form AM1, Appendix G),attach revised budget pages and submit it to the appropriate program liaison. After the amendment request is submitted, the following review and approval process takes place.
Program staff conduct a programmatic and technical review.
The authorized representative of the Department signs the amendment as approved.
A signed copy of the approved amendment is sent to the grant recipient by the approving authority.
The approved amendment is submitted to Grants Management for technical review.
Review staff notify the Department staff person who approved the amendment of any technical problems.
When the amendment is technically correct, the revised budget is entered into the computer in Grants Management and the amendment is filed in the project folder. Amendments should be submitted at least thirty (30) days prior to the desired change and must be submitted thirty (30) days before the conclusion of the project. The maximum number of amendments to any grant may not exceed two. Exceptions to this limit may be allowed based on sufficient justification as determined by the appropriate and responsible approving authority in the Department.
In preparing an amendment for submission, the following checklist should be consulted:
Is the project number correct?
Does the justification make sense?
Has the amendment request been submitted prior to the desired change and 30 days before the conclusion of the project?
Are the revised budget pages attached?
Are the revised budget pages correct? (Note: The revised budget pages should be completed with the same care as the original budget pages since they now become the official project budget.)
For federally-funded grants only, if salaries for teachers who are members of MTRS are increased, is the MTRS sub-line under fringe benefits increased accordingly? If salaries are reduced on an amendment submitted after November 1, is the MTRS sub-line reduced by an amount that does not exceed 80% of the amount budgeted as of October 31? (If yes, recipients should contact Grants Management immediately for additional instructions.)
Does each line in Column A on the AM1 form equal each corresponding line on the originally approved budget?
Does Column C balance out? (Do the pluses equal the minuses or does Column C equal the amount of increase or decrease requested)?
Does each line in Column D equal the corresponding line item totals listed on the revised budget pages?
Does each line in Column D equal the corresponding line in Column A plus the corresponding line in Column C or the corresponding line in Column A minus the corresponding line in Column C?