Overview

This guide shows Program Admins how to initiate amendments to accepted award agreements.

If you are an awardee looking for help initiating amendments, see ➡️Award Agreement Amendments (For Applicants).

What are General Award Agreement Amendments?

General Amendments allow Program Admins to modify existing award agreements after awardees have accepted them. Use one when you need to adjust terms, timelines, or requirements after an award has been issued.

When can amendments be initiated?
- Program Admins can initiate amendments at any time.
Who can initiate amendments?
- Organization Owners
- Program Owners
- Program Managers
- Awardees*
  
  *Awardees can request their own amendments if this option is enabled by the Program Admin in Cycle Setup. For instructions on processing awardee-initiated amendments, see ➡️ Managing Awardee-Initiated Amendment Requests.

⚠️Important Notes

The original agreement remains active until the awardee accepts a new amended agreement.
Some post-award activities may be paused during the amendment review process to prevent conflicts with changing terms.
- Progress Reports:
  - Awardees cannot start new reports, but drafts already in progress can still be submitted.
  - Program Admins can continue to approve or reject submitted reports, but cannot request revisions on a report until the amendment process is completed.
- Disbursements:
  - New disbursements cannot be started until the amendment process is complete.
- Expenses:
  - Awardees cannot log expenses until the amendment process is completed.
All changes are tracked. View all communications and changes in the Organization Audit Logs (Logged in as the Organization Owner or Client Admin, click More in the top menu > Logs).

Step-By-Step Instructions

Initiate an Amendment

After awardees accept their award agreement, their current and past agreements will appear on the Amendments tab.

1. Open the Program you need (Programs > View Program)

2. Click Amendments in the left-hand menu.

3. Locate the agreement you want to amend using the Search or Filter options, or scroll through the list.

4. Click the hyperlink next to the preview (eye) icon to open the agreement.

5. The most recent award agreement will open.

6. Click Initiate Amendment in the upper-right corner.

8. On the pop-up, click Initiate Amendment.

Make Changes

Once initiated, the award agreement opens for editing, where you can:

Modify contract text and terms
Add new fields and requirements
Add or modify progress reports and disbursements
Modify the budget period
Increase or decrease the award amount (see below)

📌 Note: You cannot edit existing progress report or disbursement dates, but you can delete them and add new ones with the correct dates. If dates appear out of order, they will automatically sort by date when you save.

Current Limitations: Cannot edit budget line items or add variables, Docusign envelopes, or uploads at this time.

Notify the Awardee

1. After making all changes, click Notify Amendment in the upper-right corner to send the amended agreement to your awardee for review.

2. In the pop-up, add any comments explaining the changes, and click Notify. The awardee will receive an email notification to log into their account to review the amended agreement.

What Happens After Notifying the Awardee?

Once notified, the awardee will review the amended agreement and can:

Accept: The new agreement takes effect and replaces the previous one.
Request Revisions: The awardee sends back comments requesting changes. See below for how to handle these.
Decline: The awardee rejects the amendment and their most recent accepted agreement remains active.

How to Manage Revision Requests

If an awardee requests a revision to your proposed amendment, you'll be notified via email.

1. Click Amendments in the left-hand menu.

2. On the Amendments page, locate the amendment with the status "Revision Requested."

2. Click the hyperlink next to the preview (eye) icon to open the amendment.

3. Click Amendment Request in the upper-right corner.

4. The sidebar will open showing the awardee's comments, uploaded documents (if provided), and your response options:

Deny: Pop-up box appears to add comments explaining denial.
Need Clarification: Pop-up box appears to add comments, which are sent to awardee for response. All comments show in sidebar.
Edit Agreement: Make edits, then click Notify Amendment to resend.

➡️Managing Awardee-Initiated Amendment Requests
➡️Award Agreement Amendments (For Applicants)
➡️Decrease an Award Amount (coming in June)
➡️Increase an Award Amount

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Related to

Post Award

Initiating General Amendments to Award Agreements

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