INFORMATION REQUIRED FOR PROJECT

INFORMATION REQUIRED FOR PROJECT MODIFICATION

Budget Transfers (Categories restricted in award)

The Principal Investigator's memo should outline the following:

1. Reason for the transfer.
   
2. The budget category to be decreased, with the reason funds are not needed in this category.
   
3. The budget category to be increased.
   

Equipment Approvals

The Principal Investigator's memo should include:

1. Item name, model number, and manufacturer.
   
2. Statement that it is the lowest bid, or justification for sole source purchase.
   
3. Price of the item.
   
4. Reason the item is needed and an explanation of why the need was not anticipated or included in the original proposal.
   
5. Delivery date, if known.
   

Time Extension

Any delays in the research should be documented in progress reports to the Technical Monitor. In general, a formal request for an extension should be submitted at least thirty (30) days before the completion date. The amount of lead time varies with different sponsors. The requirement for co-signatures and information to be included also varies. The following information is usually required:

1. Current end date and amount of additional time requested.
   
2. Reason the work is behind schedule.
   
3. The work that will be accomplished with the additional time.
   
4. Status of funds and, in some cases, how the money will be spent during the extended period.
   

Transfer to Another Institution

If it is not the desire of the University to appoint a new Principal Investigator, there may be an option to transfer the project to a new institution. It requires the cooperation of the Principal Investigator, the University, the new institution, and the sponsor.

The Principal Investigator should investigate the possibility of transfer with the new institution and the Technical Monitor of the sponsoring agency. If the transfer seems feasible, the Research Administrator should be contacted to complete the transfer. The processing of a transfer is determined by each individual situation.

Travel Approvals

The memo from the Principal Investigator should include the following:

1. Travel destination; inclusive dates.
   
2. Purpose of the travel and the relevance to the research project.
   
3. Brief budget.
   
4. A statement that funds are available in the travel category, or the category from which funds may be transferred.
   
5. Names of the travelers with their position on the project.
   

Key Personnel

When an agreement specifically names an individual, any change will require sponsor notification and approval. If the sponsor is not familiar with the proposed Principal Investigator, a current resume should be submitted with the request. The following information should be provided:

1. The number of hours actually contributed vs. the number of hours required.
   
2. The dollar difference in the actual contribution vs. the number of hours required.
   
3. The reason for the change.
   
4. A justification for the change.
   
5. A proposal for accommodation of any dollar difference.
   

Additional Funding

When the need for additional funds is confirmed, a proposal is submitted to the sponsor with the following information:

1. Reason for the additional funds with an explanation of why the need was not anticipated.
   
2. Amount of funds remaining.
   
3. Amount of additional funds required to finish the project.
   
4. A detailed budget.
   
5. A revised scope of work, if appropriate.
   

Publication Approval

The Principal Investigator's memo should contain the following information:

1. Where, when, and to whom the information will be presented.
   
2. A copy of the text of the publication or presentation.
   

Report Changes

When it is anticipated that a delivery date will be missed, a commitment for a revised delivery date should be submitted. The memo should contain the following information:

1. Identification of the delinquent report.
   
2. Reason for the delay.
   
3. Revised delivery date.
   

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