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Procedure: 8-13

Effective: July 1, 2002

Owner: Office of Sponsored Programs

Latest Revision: March 22, 2007

Preparation of Grant and Contract Changes

Procedure Steps

Scope | System References | Policy | Responsibility | Distribution | Ownership


System References [Top]

Grant and Contract Change Request Form (SP-23)

Available at the UVA Forms Directory
Dept: Sponsored Programs Office
Blank forms are also from the Office of Sponsored Programs,
Carruthers Hall, 434-924-4270.

Policy [Top]

Policy VIII.A.5, "Grant and Contract Changes".

Responsibility [Top]

The Principal Investigator and Research Administrator are responsible for completion and submission of the SP23 form.

Distribution [Top]

Principal Investigator
Research Administrator -- School/Department
Grants Specialist/Accountant -- Office of Sponsored Programs

Ownership [Top]

The Assistant Vice President for Research Administration is responsible for ensuring that this procedure is necessary, reflects actual practice, and supports University policy.

Procedure Steps [Top]

This activity is performed whenever it becomes necessary to request an "at risk" award for training grants, restricted yearly budget grants, FDP grants, or preliminary projects.  This applies to new awards, supplements and renewals or continuations.


1.  Complete top section, to fully identify the grant or contract in

2.  Complete section A for account changes only.

3.  Complete Part B, Justification.

4.  When sponsor approval is required for rebudgeting, attach a
     letter addressed to the sponsor concisely indicating the
     specifics and justification for the request.  Endorsement by
     the Director of Sponsored Programs is required prior to
     submission to the sponsor.

5.  In those instances where approval of rebudgeting has been
     delegated by the sponsor to the University, i.e., National
     Institute of Health, no letter to the sponsor is required.
     However, justification for the rebudgeting action must be
     provided in Part B.  Where the request will result in a
     redistribution of funds within the grant account, show both
     the complete current budget distribution and how it is to be

6.  When requesting non-budgetary changes in grant and contract
     terms and conditions, (i.e., project period extensions,
     reporting requirements, change of principal investigator,
     etc.), attach a letter addressed to the sponsor justifying the

7.  Complete Section C in the case of At Risk Awards.  At Risk Awards
     deal with Training Grants, Restricted Yearly Budget Grants, and FDP
     Grants and refer to new or preliminary accounts, supplements, and

8.  Obtain the endorsements (under Section D) attesting
     to the propriety of the request in relation to the objectives 
     of the project as initially approved by the Sponsor.

 End of Activity

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