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Change in Level of Effort

The following topics are included on this page:

Background Information
Examples of Rebudgeting Effort
Gaining Prior Approval
Central Office Review

Background

The grantee is required to notify the sponsoring agency in writing if the PI or key personnel specifically named in the Notice of Grant Award (NGA) will:

withdraw from the project entirely,
be absent from the project during any continuous period of 3 months or more, or
reduce time devoted to the project by 25 percent or more from the level that was approved at the time of award

Source: Office of Management and Budget Circular A-110, Uniform Administrative Requirements for Grants and Agreements with Institutions of Higher Education, Hospitals, and Other Non-Profit Organizations. This rule applies to all federal grants unless waived in writing by the sponsor.

The sponsoring agency must approve any alternate arrangement proposed by the grantee, including any replacement of the PI or key personnel named in the NGA. Changes in status or reductions of effort are specifically excluded from expanded authority. Note: The Key personnel named in the NGA may differ from the key personnel identified by the University in the proposal.

Projects are awarded by sponsors with the expectation that effort commitments will be met regardless of whether or not PI salary is charged to the project

Examples of Rebudgeting Effort

The following examples apply in situations where the sponsor has a 25% effort rebudgeting regulation. Note: both paid and cost shared effort is included in change in level of effort calculations.

Proposed 10% effort , changed to 5% effort - change in level of effort is 50% and needs permission.
Proposed 50% effort and changed to 40% effort - change in level of effort is 20% and permission is not needed
Proposed 50% effort - 25% funded, 25% unfunded (committed cost sharing). Changed to 40% effort - change in level of effort is 20% and permission is not needed

Gaining Prior Approval

Written approval for a change of 25% or greater in PI/key personnel effort must be obtained from the sponsor prior to the change taking place.

To request prior approval:

A concurrence letter to the sponsor should be prepared and submitted to UW's Office of Sponsored Programs (OSP) for counter signature.
The written approval that is received from the sponsor must be kept on file in the PI's department and at OSP. (Emails are acceptable for both the request and written permission.)

Who can give approval for this change?

YES

Grants Management Officer

The sponsor's officer responsible for the business management and other non-programmatic aspects of the award.

Program Official

The sponsor's officer responsible for the programmatic, scientific, and/or technical aspects of the project.

Central Office Review

Grant and Contract Accounting will perform periodic sampling to ensure PIs are seeking permission. Ultimately, it is up to the PI to ensure that permission for the change in level of effort is obtained.