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Post-Award Changes

After an award is made, changes to the project or budget may be necessary. Some changes require sponsor approval, while others can be approved internally by University officials. Review the award document and sponsor policies before initiating a request. Contact your Sponsored Programs Administration (SPA) team with questions.

Change in Scope

Sometimes, as a project progresses, the work outlined in the original award may need to be adjusted. Any change to the scope of work is significant and always requires approval from the sponsor.

Before submitting a request, the Principal Investigator (PI) should carefully review the award document and sponsor policies to ensure that the proposed change is handled correctly.

  • The PI initiates the request, using the sponsor’s required method—form, memo, email, or online system.
  • SPA reviews the request and, when necessary, forwards it to the sponsor for approval.
  • Once approved, SPA updates Kuali Research and notifies Sponsored Projects Accounting and Compliance (SPAC) so the project record reflects the approved scope.

This approach ensures the project stays compliant with both University and sponsor requirements while accurately reflecting the approved work.

Change to Personnel

Over the course of a project, changes to personnel may become necessary. This can include a change of PI, a shift in departmental responsibility, or adjustments to the status of key personnel.

Submit a request for a change of PI through Kuali Research proposal development using the Proposal Type Change in PI/Dept. A change of PI usually requires sponsor approval. Typically, the sponsor will need information such as an explanation for the change and a biosketch or CV for the proposed new PI.

  • If the proposed PI is in a different department, also follow the Change of Department instructions below.
  • If the change of PI is due to the PI's departure from UMB, also complete the UMB Departing Investigator form (UMB log-in required).

Using the Proposal Type Change in PI/Dept, the new department will submit a request for a change of department through Kuali Research proposal development. Change of department does not require sponsor approval. A new Award and PID will be issued to reflect the change of department, and the old PID(s) will need to be closed out.

  • If key personnel will withdraw from the project entirely.
  • If PI will disengage from the project for three months or more.
  • If PI will reduce their effort on (time devoted to) the project by more than 25 percent of the committed effort. The committed effort is the effort promised in the proposal and approved at the time of the initial competing year award, unless the agency has subsequently approved a new (adjusted) level of effort for that individual.
  • NIH NOT-OD-20-124  :  Guidance on NIH's Policy Regarding a Change in Program Director's/Principal Investigator's Status

Learn more about Faculty Transfers - Outgoing

 

Change in Budget

The proposal budget is based on anticipated and estimated costs. Sometimes, after an award is made, it becomes necessary to adjust the budget to reflect changing project needs. Some awards allow flexibility in reallocating funds from one budget category to another, and some must be expended as originally budgeted unless sponsor approval is obtained.

Sponsor approval for budget modification is required when award terms and conditions place restrictions on one or more spending categories.

  1. The PI initiates request, including:
    • Budget categories with dollar amounts to be increased and decreased
    • Justification for the requested changes, including why the reallocation of funds is needed and how it benefits the project
  2. A Sponsored Programs Administration (SPA) authorized official will review, approve, and submit the request to the sponsor.
  3. Upon receipt of sponsor approval, complete the Budget Modification Form and attach the sponsor approval document.

  • Complete the budget modification form and have the PI sign. Obtain the additional required signatures in the following order:
  1. Department Administrator
  2. Department Chair
  3. Dean (not required for schools of medicine and pharmacy)
  • Submit the form to Sponsored Project Accounting and Compliance. When required, attach documentation of sponsor approval.

Contact

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Baltimore, MD 21201

410-706-6723

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