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Considerations for Monitoring & Modifying Expenses

Post-Award Management: What to Consider

  • Total Budget: Ensure the total budget on internal reconciliation matches the total in Key Solutions and the award documentation.
  • Monthly Expenditures: Match reconciled monthly expenditures with Key Solutions and maintain backup documentation (PI/PD communication, expense approvals, Purchase Orders, contracts).
  • Payroll Projection Review: Identify discrepancies between actual and committed effort. Communicate with the PI/ PD and, if needed, the Grants Specialist for adjustments.
  • Non-Personnel Review: Verify all non-personnel charges. Highlight any potentially unallowable expenses for PI review and reallocate if necessary.
  • Cost Share: Ensure appropriate cost share for salary cap and commitments. Report status to PI and discuss corrections as needed. Maintain cost-share records.
  • Total Expenditures: Confirm total expenditures match Key Solutions reports. Investigate and correct any discrepancies.
  • Budget Modification: Collaborate with the Office of Sponsored Programs (OSP) to update the budget as needed, especially for changes affecting indirect costs.
  • Projection Review: Compare the internal budget plan with actual and projected expenses. Inform the PI of areas needing attention, such as significant balance variances, payroll discrepancies, and unexpected expenses.

Project Modification

Subaward or subcontract modifications may be needed during the project, such as extending duration, adjusting funding, or revising the scope of work. Requests must include relevant documentation from the subcontractor. The Principal Investigator or Project Director (PI/PD) should initiate these requests, with support from the Office of Sponsored Programs (OSP). This Project Modification Request Form can be found here.

A request for project modification may be necessary for the following:

  • Some sponsors limit funds that can be carried forward to the next budget period. If unspent funds remain, the PI/PD must request in writing, countersigned by OSP, explaining the leftover funds and their intended use. The PI/PD must ensure that all expenses are recorded before requesting.
  • Prior approval is needed if any key person withdraws, is absent for three months or more, or reduces their effort by 25% or more from the approved level. A detailed justification, including how the change will affect the project, the effective date, purpose, and qualifications of the new PI must be provided.
  • The PI/PD can change the project’s methodology or approach but must get prior approval from the sponsor for significant changes in scope, direction, or objectives.
  • The PI/PD may need more time to finish the project due to unanticipated circumstances. OSP will work with the PI/PD and the sponsoring agency to request a no-cost extension.
  • During the project, a PI/PD may need to reallocate funds. This can sometimes be done without sponsor approval but should always involve OSP and the grants specialist. The PI/PD should request approval from the program officer via email or memo. Upon approval, they complete a budget change request form (found in the CUH Policy Manual II). The grants specialist implements the change once approved by the immediate supervisor and provost.
  • A project may end before its scheduled date due to the PI/PD leaving the institution without transferring the project, loss of federal funds, sponsor-requested termination, or a Stop Work Order or Notice of Suspension from the sponsor.
  • Equipment is defined as property, including IT systems, with a useful life over one year and costing $10,000 or more. Purchase requires sponsor approval if not included in the budget or if different equipment is needed. Include specifications and justification for the project. Avoid purchasing in the last three months of the project.
  • Some federal sponsors allow pre-award costs up to 90 days before the grant start date. If not approved in the signed agreement, agency approval is required. These costs must be necessary for the project and allowable. Requests should include the effective date, justification, total amount, and description of charges.