At times it is necessary to decrease a grant budget. Generally, this is done for three reasons:
The award is decreased by the Grantor.
The award period has expired.
Carry Forward of funds from one year to the next.
Note: In order to close a Project/Grant Budget (i.e., decrease its budget to $0), it is necessary to understand the larger context of the process, which should be reviewed in the forthcoming Grant Close Out area of this website.
The process for decreasing a Project/Grant Budget requires the following:
Submit a memo giving a brief explanation of why you are decreasing the budget
Submit a completed Project/Grant Request Form reflecting the current and new budget amounts. Project/Grant Request Form Instructions and a Project/Grant Request Form Example are provided for assistance in completing the form
Project Grant Request Form
Project/Grant Request Form Instructions
Project/Grant Request Form Example
You must supply additional information depending on the reason for the decrease.
If you are carrying forward funds from this Project/Grant to another in the next year, you must also supply:
A copy of the new Award Letter from the Grantor showing the decrease; and
A detailed budget broken down by distinct chartfield combinations (This should match the new amounts listed on the submitted Project/Grant Request Form (see '2' above)
Copy of Regulation from the Grantor allowing Carry Forwards, or,
Copy of Award Letter that states Carry Forwards are allowed
Note: A Packet that is incomplete or missing information will be returned with a Transfer Rejection Notice . Corrected Packets should be returned to Auditing within five business days.
Transfer Rejection Notice