To minimize the need for budget modifications, know the guidelines for the award. These guidelines may be found in any of the following places:
- The Notice of Grant Award (NGA).
- The agency’s website.
- The UTH Grants panels in FMS, in either the Attributes or Miscellaneous Note sections.
- The PAF team website.
In FMS, click on the blue “Attributes” hyperlink in the UTH Grants panels. This will open a new window which may list re-budgeting rules for the project. Examples of re-budgeting rules include:
- No equipment allowed.
- Per line item limits.
- No PI salary allowed.
- Total re-budgeting percent limits.
Check the Miscellaneous Note section of the UTH Grants panels of PeopleSoft FMS.
To expedite a budget modification when one is necessary, be sure to include a good explanation why the Budget Modification is needed.
Pay particular attention to the following expense items:
|FMS Budget Pool||FMS Expense Account Code||Definition||What to Pay Attention To|
Follow UTHealth Prior Approval process. Include name of traveler, destination, dates, and how the trip relates to the project.
Federal Funds: For general purpose equipment, follow UTHealth Prior Approval process. Describe the equipment, how it relates to the project, and the percent of time it will be used on the project.
All Other Funds: Follow the Agency’s specific requirements.
|61012||69651||Pt. Care Costs -Restricted- No IDC||
Make sure there are the appropriate Human Subject assurances. If the grant is NOT under Federal Demonstration Project (FDP) or Expanded Authority (EA), prior approval by the funding agency is required. If, however, the grant IS under FDP or EA, prior approval by the funding agency is required only if there is a change in scope.
|Subcontract Expense||When moving money out, make sure the money isn’t committed to a subcontract. If moving money in, follow the Agency’s specific procedures for establishing a subcontract.|
|61015||69901||Indirect Costs||For awards that allow re-budgeting between direct and indirect costs, it is important to make sure that when re-budgeting direct costs between categories that recover IDC and those that don’t, to re-budget into pool 61015 accordingly.|
|61017||Restricted- External Agency||
Generally, this is money left over from prior budget periods and is therefore restricted. Agency approval is required to use these funds.
|61018||Restricted- Internal UTHealth||
Generally, this is money that was either awarded in error, or for which there is a problem with the budget that was submitted with the application. PAF Team has restricted the funds until the problem is resolved.