3a. Contracts (NOGA) and Amendments

(a) Effectiveness and efficiency of operations;

(b) Reliability of reporting for internal and external use; and

(c) Compliance with applicable laws and regulations.

Grant amendments can change any of the components of the original grant contract – the program deliverables, the budget, the total award, the length of the grant period. For that reason, it is important to review the documentation carefully to determine the full extent of the changes. Generally, review all of the steps for setting up a new account, and determine whether any changes are required at each step. If needed:

• Revise the grant list
• Save a copy of the amendment in the grant folder
• Revise the reconciliation
• Update the budget
• Email any parties who need to be aware of the changes.

Budget Transfers/Revisions/Amendments

1. The budget authority for a grant account may request a budget transfer from one object code to another.
   • Before processing, the GA must be certain that adequate funds are available and that the funding source allows the requested transfer.
   • Always check the contract to find out if agency approval is required and what the process is for obtaining agency approval.
     • A contract amendment may be required. Be sure to notify grants development of any needed contract amendments.
   • The budget transfer request may be denied if the transaction is not allowed by the agency or within the grant contract.
2. Once the Grant Accountant approves the requested budget transfer. The grant accountant will adjust the budget in Datatel using GLBE and GBER. It may be necessary to set up a new subcode using GLAA if the receiving object code is not already set up in the grant GL. Pand post the transfer in Datatel using GLBE and GBER. Adjust the reconciliation spreadsheet, and save a copy of the budget transfer number in the Budget Setup spreadsheet.
3. On occasion, a minor budget transfer may be required to process a voucher or an order whose cost has increased (due to shipping charges, price changes, etc.). In such cases, the GA may use his/her discretion in initiating a budget transfer to expedite payment and then notify the budget authority.