Frequently Asked Questions

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To officially notify OFA and change the Program Contact/Project Director (PI/PD) for your grant, you will need to do the following:

  • Log in to GrantSolutions Visit disclaimer page
  • Click on “Manage Amendments”
  • Click on “New”
  • On the page “Select Amendment Type,” you should choose “Change in PI/PD (Type 6)” and then hit “Create Amendment.”
  • Please provide the following information in the fields listed in the Application Control Checklist:
    • Change in Project Director — This is an online form that should be completed. Click “Enter Online.” Then, on the “New Project Director” line, click “Add Project Director” (if this person has not previously been a project director for this program. Otherwise, you can use the drop down menu to select them). Enter all of the required fields (denoted with a red asterisk) with the new Project Director’s information. After inputting all of this individual’s information, please validate the address by clicking “Validate Address.” Once the address is validated, please click on “Save.”
    • SF-424 Application for Federal Assistance — This is an online form that should be completed. Click “Enter Online.” Complete all of the fields, remembering to update Section f “Name and contact information of person to be contacted on matters involving this application” with the name, telephone number and email address of the new Project Director. Then, click “Save.”
    • Cover Letter Upload — Upload a letter on your organization’s official letterhead that provides the name, phone number and email address of the new Project Director. This letter should be signed by the Authorized Representative. You will upload this by clicking on “Upload Files” and following the instructions.
      • The resume of the new Project Director should also be uploaded in this section. You will upload this by clicking on “Upload Files” and following the instructions.
  • Go to the Grant Solutions Getting Started page Visit disclaimer page and follow the “Recipient User” guidance. Complete the Recipient/ Grantee User Account Request Form and Security Compliance Statement, and upload as an attachment item by clicking on “Upload Files” and following the instructions. In addition, please send via email to the Grant Solutions Support Center (help@grantsolutions.gov).
  • Once you have performed the above mentioned tasks, you will click on “Verify Submission.” Another box will pop up asking you to confirm that you want to complete this amendment, and you will select “yes” or “save.”
  • If you have any questions about this process, please contact your program specialist.

To officially notify OFA and change the Authorized Representative (AO) for your grant, you will need to do the following:

  • Log in to GrantSolutions Visit disclaimer page
  • Click on “Manage Amendments”
  • Click on “New”
  • On the page “Select Amendment Type,” you should choose “Change in Grantee Authorizing Official (Type 6)” and then hit “Create Amendment.”
  • Please provide the following information in the fields listed in the Application Control Checklist:
    • SF-424 Application for Federal Assistance — This is an online form that should be completed. Click “Enter Online.” Complete all of the fields, remembering to update #21 Authorized Representative with the name, telephone number and email address of the new Authorized Representative. The Authorized Representative will need to sign this form by typing in their name in the “Signature of Authorized Representative” field and typing in the date. Then, click “Save.”
    • Cover Letter Upload — Upload a letter on your organization’s official letterhead that provides the name, phone number and email address of the new Authorized Representative. This letter should be signed by the Authorized Representative (or another official that is higher ranking than the Authorized Representative). You will upload this by clicking on “Upload Files” and following the instructions.
  • Go to the Grant Solutions Getting Started page Visit disclaimer page and follow the “Recipient User” guidance. Complete the Recipient/ Grantee User Account Request Form and Security Compliance Statement, and upload as an attachment by clicking on “Upload Files” and following the instructions. In addition, please send via email to the Grant Solutions Support Center (help@grantsolutions.gov).
  • Once you have performed the above mentioned tasks, you will click on “Verify Submission.” Another box will pop up asking you to confirm that you want to complete this amendment, and you will select “yes” or “save.”
  • If you have any questions about this process, please contact your program specialist.

Once in GrantSolutions Visit disclaimer page , you must click on "Manage Amendments". Then, you will select "new" to begin the amendment process. On the next screen you will choose the "Budget Revision (Type 6)" as the Amendment Type and press "Create Amendment" in order to start the budget modification. On the next screen you will need to:

  1. Complete the online SF-424A and SF-424 to reflect the new amounts per category.
  2. Upload the recently approved Performance Progress Report (PPR) as the program narrative.
  3. Upload the cover letter — explaining the general changes/ reason for changes. This letter needs to be on official letterhead and signed by the authorized representative/official of your grant.
  4. Line Item Budget — You will upload your budget narrative reflective of any budget changes. This should follow the formatting and direction given during the Non-Competing Continuation Application process — please visit the FAQ if more direction is needed on how to classify costs or provide sufficient detail. Please note: If you use excel, please make sure it is only one tab. Please do not upload any internal budgeting forms or old versions of the budget narrative.
  5. Upload the most recent SF-425 that has been completed.
  6. Under miscellaneous information, you should upload your Indirect Cost Rate Agreement and any other documents that may be relevant (like estimates and brochures for equipment purchases, if relevant).

Once the above has been completed, you will click on "Verify Submission" and then "Final Submission" at the bottom of the screen in order to submit the budget modification. At this time, you should notify your program specialist that you have submitted an Amendment, so that he/she can begin working on it.

Please see the HPOG Carryover Webinar from December 2016. You may also want to reference the HPOG Carryover Submission Checklist. If you have additional questions, please contact your program specialist.

Please utilize GrantSolutions to submit your Non-Competing Continuation (NCC) Application. The non-competing continuation application kit has been uploaded to GrantSolutions and contains all of the information necessary for you to complete your application.

In general, grantees are allowed a certain degree of latitude to re-budget within and between budget categories to meet unanticipated needs and to make other types of post-award changes; provided the budget changes are for activities detailed in the approved program narrative for that budget period and do not meet one or more of the below prior approval requirements:

The 45 CFR Part 75.308 Visit disclaimer page states that written approval is required from ACF prior to grantees implementing a budget modification for any of the following:

  1. Change in scope or objective of the project or program (even if there is no associated budget revision requiring prior written approval).
  2. Change in key personnel (This would include the Program Director (PD) or Authorized Official (AO) named in the notice of grant award.)
  3. The absence/disengagement from the project of key personnel for more than 3 months or 25% of his/her time
  4. The inclusion, unless waived by the HHS awarding agency, of costs that require prior approval in accordance with subpart E of 45 CFR 75, or 45 CFR 75 Appendix IX of this part, or 48 CFR part 31, as applicable. (This would include items such as alternation and renovation of real property and equipment not previously approved.)
  5. The transfer of funds budgeted for participant support costs as defined in 45 CFR 75.2 to other categories of expense.
  6. Transfer or contracting out work not approved in application
  7. Changes in the amount of approved cost-sharing or matching provided by the non-Federal entity.
  8. The need arises for additional Federal funds to complete the project.
  9. The inclusion of research patient care costs in research awards made for the performance of research work.
  10. The provision of subawards by a pass-through entity on fixed amounts up to the Simplified Acquisition Threshold, provided that the subawards meet the requirements for fixed amount awards in 45 CFR 75.201. See 45 CFR 75.353.
  11. The recipient wishes to dispose of, replace, or encumber title to real property, equipment, or intangible property that are acquired or improved with a Federal award. See 45 CFR 75.318, 75.320, 75.322, and 75.323.
  12. Significant Rebudgeting — Transfer of direct costs of 25% or more of total costs of the last approved award is considered significant rebudgeting.
  13. Carryover of Unobligated Balances

Please contact your program specialist if you have any questions about this.