Requests for Changes to Awarded Projects

During the lifecycle of an externally funded project, circumstances may arise that require changes to the award. Some modifications can be approved internally, while others require prior approval from the sponsor.

To facilitate the review and processing of these requests, the Office of Sponsored Programs (OSP) requires specific information from the project team to evaluate the request and determine whether additional sponsor requirements apply.

OSP is designated as CMU’s official liaison with external funding agencies and is responsible for formal communications related to the project.

Submission timeline

Requests should be submitted as early as possible to allow adequate time for:

  • Post-Award review
  • Any necessary revisions or additional documentation
  • Internal administrative processing
  • Sponsor review and approval, when required

All required documentation must be received prior to Post-Award taking action. The submission of a request does not constitute approval. Changes requiring sponsor approval must not be implemented until official approval has been obtained.

Required documentation

Sponsor requirements vary by award and funding agency. The information outlined below is required for each request and serves as the basis for the initial review.

Following review, Post-Award may request additional information or documentation. This does not necessarily indicate an issue with the request, or that the request will be denied, instead:

  • Post-Award may require further information to fully understand the request
  • The sponsor may have additional documentation or justification requirements
  • Institutional policies may require supplemental review or approvals

Providing complete and detailed information at the time of submission will help minimize delays and expedite processing.

Types of requests:

Additional compensation on grant-funded projects is only allowable in rare circumstances and, in determining whether it is allowable on a project, OSP references federal regulations (2 CFR 200). The work being performed must be provided for in the sponsored agreement or be approved in writing by the sponsoring agency.

An additional compensation request must contain the following for your Post-Award Team Member’s review to ensure appropriate documentation and compliance with policies and funding requirements.

General project information

  1. Principal Investigator
  2. SAP Grant #
  3. Sponsor Project Title
  4. Sponsor
  5. Sponsor Award Number (if applicable)
  6. Individual to Receive Additional Compensation
  7. Role/Work Being Performed
  8. Timeframe Of Effort
  9. Amount of Additional Compensation Requested

Required additional compensation details and documentation

  1. Prepare a clear and concise justification as to why this additional compensation should be considered and address how each of the following required criteria are met. Post-Award will include this in the sponsor request submission, if applicable. 
    • Work crosses departmental lines
    • Work is outside the scope of the employee's regular appointment
    • Work is short-term in nature
  2. Provide the above justification to the individual's direct supervisor, chair, and Dean (or equivalent) for their review and concurrence.
  3. Send the above justification and all obtained concurrences to your Post-Award Team Member.

Additional compensation type may be determined by Human Resources; visit their website for more information.

To request a budget modification for an active, externally funded project in a WBS account, the following information is required to assist your Post-Award Team Member to evaluate your request for allowability and budgeting authority on the project.

General project information

  1. Principal Investigator
  2. SAP Grant #
  3. Sponsor Project Title
  4. Sponsor
  5. Sponsor Award Number (if applicable)

Required budget modification details and documentation

  1. Describe the requested budget modification, why the change is needed, and how it will support or enhance achievement of the project's original aims and approved scope of work.
  2. Explain which budget categories are impacted by the changes and include the dollar amounts associated with the change, if known. This can be submitted as an attached spreadsheet or document.
  3. Confirm that the proposed budget modification does not change the approved scope of work, project objectives, key personnel effort commitments (if applicable), deliverables, or intended outcomes of the project. If any of these aspects may be affected, please describe.
  4. Provide a clear and concise justification as to why this budget modification is necessary and reflects the changes outlined in the request. Post-Award will include this in the sponsor request submission, if applicable.
  5. Attach any supporting documents to your submission to help explain the requested change (Examples include quotes, calculations, communications, PI approvals of modification and justifications, etc.)

The information below is required to request an extension of the project end date from the sponsor without additional funding.

General project information 

  1. Principal Investigator
  2. SAP Grant #
  3. Sponsor Project Title
  4. Sponsor
  5. Sponsor Award Number (if applicable)
  6. Current End Date

      Required NCE details and documentation 

      1. Requested length of extension or new end date
      2. Amount of unobligated funds to be used during the extended period
      3. Indicate whether the extension will require a budget modification. If so, please describe
      4. Provide a clear and concise justification as to why additional time is needed to complete the project objectives and why funds remain available. Post-Award will include in the sponsor request submission if applicable.

      No-cost extensions cannot be requested simply to spend unobligated funds.

      The information required below is used to review, submit, and approve a change in Principal Investigator (PI), Co-PI, and/or Key Senior Personnel (KSP) responsibility for a sponsored project and to ensure appropriate documentation, compliance, and continuity of project oversight.

      General project information

      1. SAP Grant #
      2. Sponsor Project Title
      3. Sponsor
      4. The Role Requiring a Transfer: 
        • PI
        • Co-PI
        • KSP
      5. Name of PI
      6. Official Start Date of the Transfer

          Required PI, Co-PI, KSP change details and documentation

          1. Attach the following documents in the request: 
            • The proposed PI's curriculum vitae (CV)
            • A completed PI Certification Form
            • A completed Financial Disclosure
          2. Provide email approval from the individual’s direct supervisor, Chair, and Dean (or equivalent) of this change in responsibility to serve in the PI, Co-PI, or KSP role in the request. 
          3. If the project requires IRB, IACUC, and/or IBC approvals, work with the Office of Research Compliance (ORC) to determine whether the newly identified individual has been added to the applicable approved protocol(s) as appropriate.
            • Provide the updated protocol(s) or email confirmation from ORC that the individual is included on the existing protocol(s) in the request. 
          4. OSP Post-Award will assist in drafting a letter for the request submission and OSP Post-Award is responsible for obtaining the AOR’s signature. In the request, the PI must provide a clear and concise justification to incorporate in this letter that includes: 
            • Why this role transfer is needed  
            • The impact this change has on the project 
            • Confirmation that the proposed change does not change the approved scope of work, project objectives, deliverables, or intended outcomes of the project

          Depending on the sponsor, additional materials may be required, or their submission procedure may vary. The information requested above satisfies ORSP’s requirements for PI, Co-PI, and KSP requests. If OSP Post-Award identifies additional requirements during review of the request, they will reach out for more information.  

          Once OSP Post-Award has determined that all required information has been sufficiently provided, they will submit the request to the sponsor.  

          This information is to be used prior to submitting a personnel transaction for a temporary employee to be hired on an externally funded project managed in a WBS account. This will provide necessary information regarding the hire request and assist in determining if additional steps are needed before the temporary hire can be moved forward.   

          General project information 

          1. Principal Investigator
          2. SAP Grant #
          3. Sponsor Project Title
          4. Sponsor

          Required temporary employee hire details and documentation

          1. Name of Temporary Employee
          2. Requested appointment begin date
          3. Requested appointment end date
          4. Total estimated wages
          5. Identify the role performed by the Temporary Employee:
            • Student Researcher
            • Supervisory/Techmical Employee or Research Assistant
            • Faculty Member
            • Other (please explain)
          6. What general duties will the Temporary Employee be performing?
          7. Has a budget modification been submitted to Post-Award to include Temporary Employee Wages and Fringes?
          8. Does this impact the currently approved project objectives or scope of work? If so, please describe.
          9. Provide a clear and concise justification for hiring this Temporary Employee on the project. Post-Award will include this in the sponsor request submission, if applicable.

          Cayuse SP OSP Policies