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Prior Approvals (PAS)

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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.

NYU Approach

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, additional travel costs exceeding budget by $1,000 or 25%, or additional equipment. OSP will also assist PIs in requesting sponsor approval when it is required by the terms and conditions of the award.

Prior Approval System (PAS) Includes:


Making a Request under the Prior Approval System (PAS)

Internal prior approvals must be requested on an Office of Sponsored Programs (OSP) Request for Prior Approval of Changes in Federal Grants form (click here for instructions).  Prior to implementing any changes, approval must be obtained through PAS. A no-cost extension must be approved in advance of the original termination date to allow time to notify the sponsor.

Making a Request to the Awarding Sponsor Agency

For changes that require sponsor approval, the PI must send a request to the OSP prior to submitting to the sponsor. The Director of OSP must review and approve the request.

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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.

Handbook Table of Contents

NYU Policy:
Prior Approvals Policy for Sponsored Programs

Full Policy & Downloadable PDF available at the University Policy Website.

Read the Policy

Request for Prior Approval of Changes in Federal Grants (PAS Form)

All requests for prior approval must be in writing, well-justified, and accompanied by supporting documentation where necessary to ensure revisions are reasonable and appropriate. Read the instructions here.

Download the PDF

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