Region 10 Grants: Amending an Existing Grant

There are a number of situations where an amendment to an existing grant may be needed:

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Extending the original approved project period:

For many reasons, you may want to extend the length of your project. For most grant recipients, this requires a formal amendment to your grant agreement. To initiate the amendment, please contact your EPA Project Officer with a brief request in writing (email is fine). You may want to discuss the extension with your Project Officer first, to determine how much of an extension to request. Once the details have been settled, you should follow up with the request in writing. Your request must include a justification for the extension. The request should be received in the Region 10 Grants Administration Unit at least 30 days prior to the end of the original project period. After the request is approved and processed, an amendment will be issued to your organization.

A major change to the original approved project work plan and/or budget:

Once your project is underway, you may want to make modifications to your original work plan, or to reallocate of funds between budget categories. Such changes do not require a formal amendment if they are minor. Before making the changes, you should consult your EPA Project Officer to determine if they are significant enough to require an amendment. If they are, you will be asked to provide documentation for the requested change, which may include a revised work plan and revised budget information. Following approval and processing, an amendment will be issued.

A request for additional funding (Supplemental Funding Amendment):

The purpose of a Supplemental Funding Amendment is to request additional funding to increase the budget of a project beyond the amount already approved. Such changes are usually, but not always, accompanied by an expansion of the original work plan and an extension to the approved project period.

In practical terms this means applying for additional funds, and requires your organization to submit an application package just as it did when first applying for the grant. The following are required for all Supplemental Funding Amendments:

You will need Adobe Acrobat Reader, available as a free download, to view some of the following files. See EPA's PDF page to learn more about PDF, and for a link to the free Acrobat Reader.

The forms marked

are fill and print enabled. If your version of the Acrobat Reader supports that function, you may also be able to save the document after you have completed it. We have tested it on version 6.0 and it works.

Application for Federal Assistance

(SF-424) (PDF, 2pp, 110kb)

A guide to completing the SF-424
(PDF, 7pp, 97kb)

The application should be only for the ADDITIONAL amount you are requesting.
DO NOT include amounts already awarded.
If you are also requesting an extension to the project period, please enter the revised end date in section 13.

Budget Information (SF-424A)

(PDF, 4pp, 119kb)

A guide to completing the SF-424A
(PDF, 7pp, 42kb)

The budget information should show how the ADDITIONAL funding you are requesting is allocated to the various budget categories.

The totals in the right hand column of section B should reflect only the amount you are requesting now.

Detailed Budget

Create a detailed budget which corresponds only to the ADDITIONAL amount you are requesting now.

If you wish to include summary data from the previously funded budget for clarification purposes, you may do so. But please clearly distinguish between what you are adding to the budget with this amendment and what came before.

Budget revisions should provide as much information as your initial Detailed Budget.

Your Supplemental Funding Amendment application package may also require revisions to your original or previous work plan. Depending on the scope of the changes to your project, a complete re-writing of the work plan may not be needed. Instead, you may provide revisions to only the portions being changed. For instance, if you are proposing that a certain objective or task be expanded, you may provide a revision for only that portion, showing the requested change(s). If you are adding an objective or task, provide only the text for the proposed additional work. In either case, please indicate how the revised portions fit into the original work plan by clearly stating the work plan task or objective being revised or added.

Supplemental Funding Amendments take more time to review and process than other types of amendments. Typically, a minimum of 60 days is required from receipt of the application package until the award is issued. Please plan accordingly.

A Reminder -

All amendments represent a change to the formal agreement between your organization and EPA. Please have it signed by the authorized official and return it to EPA Region 10 as instructed.

Region 10 Grants: Amending an Existing Grant

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