Training Module 5 Budget Modifications Connecticut Advanced Manufacturing

Training Module 5: Budget Modifications Connecticut Advanced Manufacturing Initiative (CAMI) October 12, 2015 Meg Niewinski, Finance Officer This program is (funded by or in-part by) a $15, 000 Trade Adjustment Assistance Community College and Career Training (TAACCCT) grant from the U. S. Department of Labor, Employment and Training Administration. This Program is an equal opportunity employer/ program. Auxiliary aids and services are available upon request to individuals with disabilities. This work is licensed under the Creative Commons Attribution 4. 0 International License. To view a copy of this license, visit or send a letter to Creative Commons, PO Box 1866, Mountain View, CA 94042, USA.

CAMI Budget Line Flexibility USDOL allows for the transfer of funds among direct cost budget categories within the grant budget, except for personnel and fringe benefits, provided no single category is increased or decreased by more than 20% of the original amount obligated. Any changes in excess of 20% and any changes in personnel and fringe benefits must receive prior written approval from the Federal Grant Officer through the Grant Project Director. Any changes to funds in the Indirect budget must receive prior written approval BUDGET CATEGORIES are the from Federal Grant Officer through the Grant Project Director. categories listed on USDOL’s Standard Budget Form (SF 424 a). The SF 424 a is a required form that was submitted as part of the CAMI proposal and is included as part of the grant award agreement.

CAMI Budget Definitions Budget Category: Budget Line Item: Categories of budget that are identified on the Standard Form 424 a (SF 424 a). In CAMI, the budget categories are: § Personnel § Fringe Benefits § Travel § Equipment (only for MCC and TRCC) § Supplies § Contractual (only for MCC Admin) § Other § Indirect The line items in the budget that make up a budget category. An example of budget line items in CAMI would be Full-Time Fringe and Part-Time Fringe. These two budget line items make up the Fringe Benefits budget category.

CAMI Budget Modification Definitions Internal Budget Modification: Modifications that require Grant Project Director prior approval. § Transfer funds between budget line items within the same budget category; or § Transfer less than 20% of original amount obligated in a direct budget category (except Personnel, Fringe Benefits and Indirect) to/from another direct budget category; or § Request to repurpose funding (this may also require USDOL prior approval dependent upon circumstances). External Budget Modification: Modifications that require Grant Project Director prior approval and USDOL Grant Officer prior approval § Transfer more than 20% of original amount obligated in a All Budget Modification direct budget category (except Personnel, Fringe Benefits requests MUST be made and approved prior to any funds and Indirect) to/from another direct budget category; or being transferred. § Transfer ANY amount to/from Personnel, Fringe Benefits Budget Modifications MUST and Indirect budget categories; or also be requested prior to meeting budget limitations. § Request to repurpose funding, dependent on circumstances.

Filling out the Budget Modification Request Form The top box on the CAMI Grant Budget Modification Request Form explains the different modification request levels and the approval processes involved. Be sure to check your budget modification against this reference point.

Filling out the Budget Modification Request Form STEP BY STEP 1. Change green italic text to the name of your institution. 2. Enter your Original CAMI Grant Budget in chart column labeled "Original budget“. 3. Enter any prior approved budget modification amounts in the chart column labeled "Prior Approved Budget Modifications“. *Enter reductions in a budget line/category as a negative number. Approved Adjusted Budget“ column will automatically calculate.

Filling out the Budget Modification Request Form 4. Enter your budget modification request in the chart column labeled "Amount of Budget Move Requested“. * Enter reductions in a budget category/ line as a negative number. Column labeled "% of Budget Move Requested" and “Proposed New Budget” will automatically populate. 5. Provide justification for budget modification request in space provided and/or include additional sheet if necessary. Be sure to explain reasons why funding isn't needed in one line/category and why it is needed in another and how this change will help to meet the goals/deliverables of the grant.

Filling out the Budget Modification Request Form 6. Sign and print name, title and date in the Requestor’s designated area on the form either using an electronic signature or by printing form and physically signing it. 7. Email the Signed CAMI Grant Budget Modification Request Form along with additional information, if applicable, to the Grant Project Director. External Budget Modification approvals can take up to 30 days from date Project Director submits request to USDOL.

Budget Modification Approval Process Internal Budget Modification Request Approval Process: Ø The Grant Project Director will review your request; contact you with any questions or request for additional supporting information. Ø The Grant Finance Officer review for compliance and budget impact. Ø The Grant Project Director will sign and date the form with their approval or rejection. Ø The Grant Project Director may include comments or suggestions in the space provided. If the request was rejected the Grant Project Director MUST include a reason in the comment section. Ø The form signed by the Grant Project Director will be sent back to requesting individual for their files. External Budget Modification Request Approval Process: Ø Same process as listed above except after Grant Project Director signature of approval, the Grant Project Director will forward the appropriate documentation to the USDOL Federal Project Officer and Grant Officer requesting approval.

Implementing Approved Budget Modification Your approved CAMI Grant Budget Modification Request Form will include an “In Effect” date (See For Grant Administrative Staff Use Box at the bottom left hand corner of form). the changes to your budget tracking sheets and fiscal reporting templates. Once you receive your approved budget modification, update your internal budget and expense tracking sheet and your fiscal report template. SUGGESTED TIME SAVER: Once you have requested and received a budget modification, you should create a CAMI Budget Modification Request Form Template. Move the amount of your approved budget modification into the “Prior Approved Budget Modifications Column” and save the form. When it comes time to request your next budget modification, your current budget status information is already populated. All you will need to do is revise your information for the current request.