Sponsor Prior Approval Requirements

  • What kinds of changes require approval by the sponsor?

    Changes that typically require sponsor preapproval are as follows.  These requests must be authorized by OSP and approved by an authorized official of the sponsoring agency:

    • A change to the period of performance;
    • A change in status of any PIs, co-PIs or named key personnel, including separation from the University, absence from the project of more than 3 months or a change in level of effort by more than 25%;
    • Changes to line-item budget amounts not falling within the authority prescribed by a sponsor (rebudgeting limits as per agreement or agency guidelines);
    • Substantive change in scope of work; and
    • Other items as noted in the specific agreement (e.g. some equipment purchases, sub-awards not initially proposed, carry-forward of prior budget period funds if limited by sponsor).

    Additional Guidance

  • Is is okay for me to contact the sponsor directly?

    We recommend that you work closely with your program manager to keep him or her apprised of your progress.  However, any issues that will require contractual amendments (time extensions, rebudgeting, change in PI, etc.) must be requested through OSP and be directed to the authorizing official at the agency.  We therefore request that you not contact the authorizing official directly, so that they are not receiving information from multiple sources.

  • Are there sample letters I can use to create my request?
    OSP has created sample letters for you to use to request sponsor approvals.  Please choose from the list below to get started:
  • Are there any restrictions on travel?
    Travel plans, especially foreign travel, should be specified in your proposal.  Foreign travel is generally subject to the provisions of the Fly America Act, which requires the use of U.S. carriers except under very specific circumstances.