Contents 

• Overview 
• Step-By-Step Instructions 
  • Enable Awardee-Initiated Amendments
  • Process Awardee-Initiated Amendments
    • To view an Amendment Request
• Related Articles

Overview 

This guide shows Program Admins how to manage awardee-initiated amendment requests to accepted award agreements, including how to handle revision requests on admin-initiated amendments.

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

⚠️Important Notes

• The current 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

Enable Awardee-Initiated Amendments

You must enable this feature in Cycle Setup before awardees can request amendments. This can be done during an Active Cycle, even after agreements have been sent out.

1. Open the Award Cycle you need (Program > Program Settings > All Award Cycles > Open the Cycle).

2. In the Award Cycle, click Cycle Setup.

3. At the bottom of the page, toggle "Yes" to "Allow awardees to request amendments."

4. Click "Save Changes" in the upper-right corner.

📌Note: This setting only allows awardees to self-initiate amendment requests. You keep full review, communication, and approval authority. 

5. A confirmation message appears in the bottom-left corner confirming that your cycle settings have been saved. 

Process Awardee-Initiated Amendments

When an awardee submits an amendment request, you'll get an email notification, and a number will appear next to the Amendments tab in the left-hand menu showing how many amendments you have to review.

To view an Amendment Request: 

1. Click Amendments in the left-hand menu. 

2. Locate the amendment with a “Submitted” label.

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

4. The amendment opens with a sidebar titled “Amendment Request” that displays the awardee’s justification, comments, and any uploaded documentation.

📌Note: If the sidebar does not load automatically, click "Amendment Request" in the upper-right corner of the amendment. 

5. In the sidebar, click your response:

• Deny: Add comments in the pop-up box that appears, then click Deny.

➜ What happens next: The awardee is notified that their request was denied, and the current agreement will remain in effect.
 

• Need Clarification: Add comments in the pop-up box that appears, then click Need Clarification. 

➜ What happens next:  The awardee is notified and can respond with more information. 
 

• Edit Agreement: Make edits to the award agreement, then click Notify Amendment in the upper-right corner. In the pop-up box, add comments, and click Notify. 

➜ What happens next: The awardee can:

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

Related Articles

➡️Initiating General Amendments to Award Agreements
➡️Award Agreement Amendments (For Applicants)
➡️Decrease an Award Amount (coming in June)
➡️Increase an Award Amount 

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