Finance Administrative Policies and Procedures
Section: 4- Grants and Contracts Accounting
Policy Procedure: 4-2.02
Subject: Initiating a Budget Revision for a Sponsored Project
Effective Date: 1/7/1999
Responsible Department: Grants and Contracts Accounting

Overview

This procedure describes how to prepare and process revisions (rebudgeting) to existing Sponsored Projects budgets. Rebudgeting within a Sponsored Project is allowed if there is a legitimate need to redirect budgeted costs.

General Guidelines

The two types of budget revisions at MUSC are:Type I and Type II

Type I: Budget revisions requiring the prior approval of the sponsor, such as "significant rebudgeting" (an increase or decrease of 25% from the original awarded budget for a direct cost category), rebudgeting of patient care or equipment costs, and/or rebudgeting of F&A costs to direct costs, etc.

Type II: Budget revisions other than Type I may be approved by GCA under expanded authorities.

Questions regarding budget revisions and prior approval requirements should be addressed to the Office of Research and Sponsored Programs at 792-3838 or to the appropriate Grants and Contracts Accounting Accountant based on departmental assignment (see Distribution of Grants by Administrator) or at 792-2850.

Procedures

Type I Budget Revisions:

1. The Principal Investigator and Departmental Business Manager or his/her staff will initiate a request for a Type I budget revision by completing the Budget Revision to Sponsored Project Form and routing it to ORSP.

2. ORSP will then determine if sponsor prior approval is required. Requirements for prior sponsor approval for non-NIH Sponsored Projects must be determined by reviewing the specific award terms and conditions and sponsor administrative guidelines. Requirements for prior approval for budget revisions for NIH Sponsored Projects are detailed in the NIH Grants Policy Statement.

3. If prior sponsor approval is required, ORSP will route the budget revision to the sponsor using the sponsor?s stated prior approval procedures and/or forms. When ORSP receives notification of sponsor approval, it will approve and route the original Budget Revision Form to GCA.

4. If prior sponsor approval is not required, ORSP will review for applicable cost principles, award terms and conditions, and sponsor administrative guidelines.

5. Once all requirements are met, ORSP will approve and route the original Budget Revision Form to GCA.

6. Upon receipt of the approved budget revision form, GCA will input the revised categorical budget into the accounting system and notify the department via e-mail. The revised budget will be reflected on internal financial reports including the Principal Investigator?s Report and if applicable, on reimbursement requests sent to the sponsor.

Type II Budget Revisions:

1. The Principal Investigator and Departmental Business Manager or his/her staff will initiate a request for a Type II budget revision by completing the Budget Revision to Sponsored Project Form and routing it to GCA.

2. GCA will approve the budget revision if it is acceptable under applicable cost principles, award terms and conditions, and sponsor administrative guidelines.

3. GCA will input the revised categorical budget into the accounting system and notify the department via e-mail. The revised budget will be reflected on internal financial reports including the Principal Investigator?s Report and if applicable, on reimbursement requests sent to the sponsor.

Forms

Budget Revision to Sponsored Project Form

Sample Form

Blank Form