There are cases where budget changes and award extensions must be approved by the sponsor. Under Expanded Authority, the University may approve certain changes and extensions without having to request approval from the Federal sponsor.
The New York University (NYU) Internal Prior Approval System (PAS), which is managed by the Office of Sponsored Programs (OSP), is set up to manage the approval requirements for: pre-award costs, no-cost extensions, to re-budget funds for the purchase of scientific or special-purpose equipment not identified in the original sponsor approved budget. OSP will also assist PIs in requesting sponsor approval when it is required by the terms and conditions of the award.
Internal prior approvals must be requested of the Office of Sponsored Programs (OSP). Prior to implementing any changes, approval must be obtained.
Those changes requiring approval from the awarding sponsor should be described in a letter from the Principal Investigator to the appropriate sponsor official. The Director of Sponsored Programs in OSP will review each request. The letter must be approved/ signed by both the PI and the OSP Director. Once the letter has been approved, OSP will forward the request to the sponsor.
Frequently Asked Questions
If the award has automatic carryover , departments can continue spending against their existing project. If carryforward requires prior approval from the sponsor, the department should coordinate with Sponsored Programs Administration (SPA) on how to account for it. In such cases, SPA should freeze the project or reduce the budget to match expenses to prevent further spending. Departments will be responsible for any costs incurred should carryover be denied.
Open SPA 001: Award Management in iLearn (NYUHome login required)
This learning module will discuss award management elements, and will cover the following policies as outlined in the SPA Handbook:
- Opening or Modifying a Project
- Financial Reporting
- Prior Approvals
- No-Cost Extensions
Duration: 17:00 minutes