Modification Requests and Budget Sheets

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

To request a no-cost extension modification:
(a) 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 [not by the P]). For PZ and DZ, the letter must be signed and emailed by the company officer/signing authority; and 
(b) 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 one MONTH BEFORE the end date of the current contract; and
(c) All reports and deliverables must be current before the no-cost extension can be processed as a modification to the award/contract.

* Kentucky Commercialization Fund (COMM) awards are NOT eligible for no-cost extensions.

Letter content for RDE should include:
(a) A detailed explanation of the reasons for the extension;
(b) The amount of additional time requested. This must be either six months or twelve months, with the new end date at the quarter's end [March 30, June 30, September 30, or December 30]; and
(c) The KSEF reference/proposal number and the Grant/Award Agreement number.

Letter content for PZ and DZ should include:
(a) A detailed explanation of the reasons for the extension;
(b) The amount of additional time requested -- up to six months, with the new end date on the 30th of the month [or 28th if February];
(c) The proposed revised Phase I or Phase II submission deadline; and
(d) The KSEF reference/proposal number and Grant Agreement number.

Request for Budget Modification: RDE and COMM

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. However, if funds need to be overspent for less than 10% of the approved amount on any one item, a modification request is not necessary.

Important reminder: 
The bottom-line amount on the re-budget (submitted on the revised Exhibit B) should be the total amount of the award, not just the funds remaining/non-spent.

To request a re-budget modification:
(a) A formal letter of request for reallocation of funds must be signed by the authorized official who signs the budget, then and scanned to high-quality color PDF and emailed by your University's Office of Sponsored Projects/Grants Management Administration [not by the PI] to This email address is being protected from spambots. You need JavaScript enabled to view it.; and
(b) 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 one MONTH BEFORE the end date of the current contract; and
(c) All reports/deliverables must be current before the re-budget can be processed as a modification to the award/contract. [Do NOT send to the Executive Director or Program Director.]

Letter content should include:
(a) A detailed explanation of the reasons for the re-allocations;
(b) A revised "Exhibit B - Proposal Budget Sheet" signed by the University Grants Officer and by the PI. Funds should total the . Use Exhibit B from the original submitted proposal or select the appropriate budget sheet below and save it to your computer [please do not open the budget sheet from this link]; and
(c) The KSEF reference/proposal number and the Grant/Award number.

Request for Change of PI: RDE

To request a change of PI modification:
(a) A formal letter of request for change of PI must be signed by the authorized official who signs the budget, then and scanned to high-quality color PDF and emailed by your University's Office of Sponsored Projects/Grants Management Administration to This email address is being protected from spambots. You need JavaScript enabled to view it.; and
(b) The formal letter of request must be received by This email address is being protected from spambots. You need JavaScript enabled to view it. a MONTH BEFORE the end date of the current contract; and
(c) All reports/deliverables must be current before the re-budget can be processed as a modification to the award/contract. [Do NOT send to the Executive Director or Program Director.]

Letter content should include:
(a) A detailed explanation of the reasons for the change of PI; and

(b) The competence of the proposed new PI in relation to the project goals; and
(c) The KSEF reference/proposal number and Grant/Award number.

University Grants Management Administration Forms: RDE and COMM

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