Modification Requests, Budget Sheets, and Acknowledgements

Request for No-Cost Extension: RDE, PZ, and DZ

To request a no-cost extension modification:
A formal letter of request for a no-cost extension must be signed by the authorized official who signs the budget, then scanned to high quality color PDF and emailed to This email address is being protected from spambots. You need JavaScript enabled to view it.. For RDE, this must be signed and sent through the University's Office of Sponsored Projects/Grants Management Administration (i.e. not by the PI). For PZ and DZ, the letter must be signed and emailed by the company officer/signing authority; and
The formal letter of request must be received by This email address is being protected from spambots. You need JavaScript enabled to view it. at least two months before the end date of the current contract; and
All reports and deliverables must be current before the no-cost extension can be processed as a modification to the award/contract.
* Note: Kentucky Commercialization Fund (COMM) awards are NOT eligible for no-cost extensions.
   
The no-cost extension letter content for RDE should include:
A detailed explanation of the reasons for the extension; and
The amount of additional time requested (either six months or twelve months) with the requested new end date must be at the quarter's end (March 30, June 30, September 30, or December 30); and
The KSEF reference/proposal number and Grant/Award Agreement number.
   
The no-cost extension letter content for PZ and DZ should include:
 A detailed explanation of the reasons for the extension; and
The amount of additional time requested (up to six months) with the requested new end date on the 30th of the month (or 28th if February)
The proposed revised Phase I or Phase II submission deadline; and
The KSEF reference/proposal number and Grant Agreement number.

 

Request for Budget Modification: RDE

If funds need to be overspent by more than 10% of a line item's approved amount, a budget modification for reallocation of funds is necessary. The bottom-line amount on the revised budget request (submitted on the revised Exhibit B) should be the total amount of the award, not just the funds remaining/non-spent. However, if funds need to be overspent for less than 10% of the approved amount on any one line item, a modification request is not necessary.
 
To request a budget modification for reallocation of funds:
A formal letter of request for reallocation of funds must be signed by the authorized official who signs the budget, then scanned to high quality color PDF and emailed to This email address is being protected from spambots. You need JavaScript enabled to view it.. This must be signed and sent through the University's Office of Sponsored Projects/Grants Management Administration (i.e. not by the PI); and
The formal letter of request must be received by This email address is being protected from spambots. You need JavaScript enabled to view it. at least two months before the end date of the current contract; and
All reports and deliverables must be current before the no-cost extension can be processed as a modification to the award/contract.
* Note: PZ and DZ awards are NOT eligible for budget modifications.
   
The reallocation of funds letter content should include:
A detailed explanation of the reasons for the reallocation of funds; and
A revised "Exhibit B - Proposal Budget Sheet" signed by the University Grants Officer and by the PI. Funds should be the total amount of the award, not just the funds remaining/non-spent. Use Exhibit B from the original submitted proposal (or latest contract modification). Select the appropriate blank budget sheet from "Forms" below and save it to your computer (please do not open the budget sheet from this link); and 
The KSEF reference/proposal number and Grant/Award Agreement number.

 

Request for Change of PI: RDE

To request a change of PI modification:
A formal letter of request for change of PI must be signed by the authorized official who signs the budget, then scanned to high quality color PDF and emailed to This email address is being protected from spambots. You need JavaScript enabled to view it.. This must be signed and sent through the University's Office of Sponsored Projects/Grants Management Administration (i.e. not by the PI); and
The formal letter of request must be received by This email address is being protected from spambots. You need JavaScript enabled to view it. at least two months before the end date of the current contract; and
All reports and deliverables must be current before the no-cost extension can be processed as a modification to the award/contract.
   
The change of PI letter content should include:
A detailed explanation of the reasons for the reallocation of funds; and
The competence of the proposed new PI in relation to the project goals; and
The KSEF reference/proposal number and Grant/Award Agreement number.

 

Request for Change of Federal Agency: PZ and DZ

To request a change of PI modification:
A formal letter of request for change of Federal Agency must be signed by the authorized official who signs the budget, then scanned to high quality color PDF and emailed to This email address is being protected from spambots. You need JavaScript enabled to view it.; and
The formal letter of request must be received by This email address is being protected from spambots. You need JavaScript enabled to view it. at least two months before the end date of the current contract; and
   
The change of agency or deadline letter content should include:
A detailed explanation of the reasons for the change of agency;
The name of the "new" agency with corresponding solicitation number and federal submission deadline, and the "new" agency's federal program officer with whom you have had contact;
A concise but thorough description of how the proposed approach to the funded idea applies to the "new" agency; and 
The KSEF reference/proposal number and Grant/Award Agreement number.


Budget Sheets and Invoice Templates: RDE, PZ, and DZ

The forms below are for use by university management officers (e.g. University Research Administration, Office of Sponsored Projects, Sponsored Programs Grants Administration) for modification requests. Select the appropriate file and save it to your computer; please do not open the budget sheet from these links.

Acknowledgement Instructions for Patents

The Grantee agrees to include, within the specification of any United States patent application and any patent issuing thereon covering a subject invention, the following statement:

"This invention was made with a grant from the Kentucky Science and Engineering Foundation under Grant/Award Agreement #___ with the Kentucky Science and Technology Corporation."

Acknowledgement Instructions for Publications and Reports

The Grantee, and all PIs and Co-PIs, shall acknowledge the award of the Grant Agreement from KSTC/KSEF in all publications (peer reviewed or non-peer reviewed) and presentations arising out of the work conducted under this Grant Agreement. The acknowledgement of the grant award shall also be made in all internal and external reports or other reports of any kind. A copy of each such publication or report shall be provided to the KSEF Executive Director. The acknowledgement shall state:

"This research work was supported in part by a grant from the Kentucky Science and Engineering Foundation as per Grant/Award Agreement #___ with the Kentucky Science and Technology Corporation."