SUBCONTRACT PROCEDURES FOR MODIFYING FUNDING DURING THE BUDGET PERIOD

INCREASING FUNDING

1. Departmental Administrator or Principal Investigator (PI) will call the Research Office (RO) and request to change the awarded dollars or dates of the subcontract.
   
   
2. After RO determines that the change is allowable under the prime grant/contract's terms and conditions, RO prepares a change order to the subcontract's blanket order reflecting the requested change then contacts the departmental administrator to approve the document.
   
   
3. RO makes the changes indicated on the change order via a contract modification. Modification is signed on behalf of Washington University and mailed to the cooperating institution for execution.
   
   
4. Once the fully executed modification is returned, the RO distributes the modification to Sponsored Projects Accounting and to the departmental administrator, with a copy for the PI.
   
   
5. RO records the action of the modification in the outgoing subcontract database and files it. (Information recorded in the database is: WU PI, Co-PI, Cooperating Institution, grant number, subcontracted amount, budget period dates, WU #, blanket order number, change accomplished by this modification, and turn around times in the modification process.)

DECREASING FUNDING

1. Departmental Administrator or Principal Investigator (PI) will call the Research Office (RO) and request to change the awarded dollars or dates of the subcontract.
   
   
2. After RO determines that the change is allowable under the prime grant/contract's terms and conditions, RO makes the changes indicated on the change order via a contract modification. Modification is signed on behalf of Washington University and mailed to the cooperating institution for execution.
   
   
3. Once the fully executed modification is returned, the RO prepares a Change Order to decrease the encumbered funds and distributes the modification to Sponsored Projects Accounting and the departmental administrator, with a copy for the PI. Attached to the department's copy is a memo stating the change order number and requesting the department approve the change order document.
   
   
4. RO records the action of the modification in the outgoing subcontract database and files it. (Information recorded in the database is: WU PI, Co-PI, Cooperating institution, grant number, subcontracted amount, budget period dates, WU #, blanket order number, change accomplished by this modification, and turn around times in the modification process.)