Policies & Procedures


Section: C&G
Part: PRO
Statement No.: 4.6
Date: 02/04/08
University of North Carolina - General Administration
Administrative Policies and Procedures Manual
Title: Prior Approval/Rebudgeting Requests


The Project Director is responsible for submitting any Prior Approval requests in writing to Sponsored Programs.

The request should indicate name of the Project Director, the sponsoring agency, the FRS account number and the action(s) requiring prior approval.

For actions that require rebudgeting, changes to the applicable budget categories, FRS object codes, and dollar amounts should be indicated. Do not forget to calculate the effect on F & A cost if funds are being moved from/to direct salaries and fringes.

An explanation, including the project specific rationale for the requested action, is required. The impact of the requested action(s) on the project and budget should be discussed. Any relevant information, which is useful to the evaluation of the request, should be included. If the request involves changes in key personnel, provide the relevant CV as a separate attachment.

The request must be signed by the Project Director, approved by the Unit Director and forwarded to Sponsored Programs.

Sponsored Programs will review the prior approval/rebudgeting request in accordance with the award terms and conditions. Requests requiring formal contract or grant modification will be handled by Sponsored Programs. If the request is approved Sponsored Programs will notify the Project Director by email.

The Fund Authority Sheet will outline agency specific prior approval requirements and deadlines (e.g. foreign travel must be approved 90 days prior to trip). Particular attention should be paid to deadlines for no-cost extensions, as many agencies require such requests to be made 'XX' days prior to project end.

All prior approval requests should be forwarded directly to Sponsored Programs. The agency should not be contacted directly for a prior approval.