Faculty & Staff

Many awards received by Columbia University provide funds for a maximum of one year, renewable for additional periods as appropriate. All modifications to existing awards must be approved by the Office of Research Administration and negotiated with the funding agency in close collaboration with RA.

There are several types of modifications, as described subsequently:

• Scope of Work (SOW) amendments
• Budget amendments
• Cost amendments (supplements)
• No-cost extensions (NCEs)
• Cost extensions (continuations)

For further information, particularly in relation to account modifications, see “Account Set Up and Modification” in the Sponsored Project Handbook.

Scope of Work (SOW) Amendment

Any substantive change to the award SOW may require an award amendment or, in extreme circumstances, issuance of a new award. The PI must submit the proposed revised SOW to the funding agency for its consideration and determination.

Budget Amendment

A budget amendment may be required when there are significant changes in the allocation of funds among line items. The University may proceed in accordance with the conditions in the award, which typically allow for reallocation among line items within the approved budget for that budget year, provided that no line item is increased by more than the percentage stipulated in the award.

Any increase greater than the stipulated percentage requires the prior written approval of the funding agency, typically through an amendment to the award.

Cost Amendment (Supplement)

In certain circumstances, the University may request an increased level of funding to support the expansion of a project, to include a minority supplemental award, or to meet unforeseen administrative costs. In such cases, the PI – with prior RA approval – submits to the funding agency a budget and budget justification for the additional cost, and the agency in turn issues a supplement to the award.

No-Cost Extension (NCE)

A no-cost extension is a request to the funding agency for additional time to complete the work without additional funds. For the international project to continue, it must have funds remaining for use during the extension. Extensions are generally granted for no more than one year. The PI should request an NCE prior to the end of the award project period to prevent disruption to project implementation.

Cost Extension (Continuation)

Prior to the end of an existing award, the PI may have the opportunity to apply for a cost extension for an additional period, typically for a full year. A cost extension adds funds to the award budget and extends the project period of performance beyond the previously established end date for the award.

The same guidelines that apply to University review and approval of a proposal apply to a cost extension as well (see Developing International Projects).