Contents 

• Overview
• What is “Revise Budgets”?
• Before You Begin
  • 1. Include the awardee’s budget in the agreement
  • 2. Allow awardees to request amendments
• Step-By-Step Instructions
  • View an Amendment Request
  • Revise the Budget
    • Step 1: Re-Allocate Funds
      • Move funds between categories
      • Move funds within the same category
      • +Add line items
      • Add a category
    • Step 2: Review Changes
  • Notify the Awardee
    • What Happens After Notifying the Awardee?
• Related Articles
   

Overview

This guide shows Program Admins how to review and process a budget revision request submitted by an awardee through an amendment. 

➡️Need to set up a budget for your program? See Setting Up Budgets. 
➡️Need to add a budget section to an Intake Form? See Using the Budget Section Field. 
 

What is “Revise Budgets”?

• The Revise Budgets tool lets Program Admins:
   
  • Move funds between line items or categories 
  • Add new line items to categories 
• How it Works:
   
  • Awardees usually submit an amendment request. Program Admins then make the changes using “Revise Budget.”
     

  • In some cases, Admins may need to initiate the amendment themselves.

    (The steps for revising the budget are the same in both cases). 

• Who can revise an awardee's budget? 
  • Organization Owners 
  • Program Owners 
  • Program Managers 

Before You Begin

Complete these one-time setup steps. 

1. Include the awardee’s budget in the agreement 

⚠️Required so you have a budget to modify. 

1. In the Award Cycle, click Award > Agreement. 
   
   
   
    
2. Open the Agreement. 
    
3. At the bottom, toggle “Include Awardee’s Budget” to YES. 
   
   

2. Allow awardees to request amendments 

⚠️Required so awardees can submit budget revision requests through an Award Agreement Amendment. 

1. In the Award Cycle, click Cycle Setup on the left-hand menu. 
    
2. At the bottom, toggle “Allow awardee to request amendments” to YES. 
   
   

Step-By-Step Instructions

View an Amendment Request

• When an awardee submits an amendment request, Program Admins receive an automatic email. 

💡Want to remove or change this email template? 

• To remove this email: Open the Award Cycle > Go to Communications > Setup > Post Award > “Amendment Submitted” (See ➡️How to Manage Your Email Communications Setup).
• To create a new template: Open the Award Cycle > Go to Communications > Setup > Post Award  (See ➡️ How to Manage Your Email Communications Template Library).

To view the request:

1. Open the program you need (Programs > View Program). 
   
   
    
2. Click Amendments in the left-hand menu.
   
   

3. Find the request labeled “Submitted.”

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


 
5. A right‑side panel called Amendment Request opens. It shows the awardee’s comments, justification, and any uploaded files. 

6. Review the request: 

• Confirm what needs to change in the budget. 
• Review the reason for the request.
• Review any supporting documentation.

➜ If you need more information: Click Need Clarification and enter your comments. 

💡Tip: For complex budget changes, ask the awardee to upload a revised budget file.

➜ If the request is clear: Click Edit Agreement. 
 

Revise the Budget 

1. Click Actions > Revise Budget in the upper-right corner. 
   
   

2. The Revise Budgets window opens. 
    
   • Review the budget categories (gray boxes). 
   • Click the down arrow to the far-right of a category to expand it and view line items. 
     
     
     
     ➜ These fields update as you revise:

• Grant Budget Balance: Total funds available to reallocate. You cannot reallocate more funds than are available. 
• Add New Category: Use this dropdown to add categories that have been allocated to the program but aren't currently in the award agreement. See Add a Category below for more help.
• Net Change: How funds are shifting within a category.
  
   

Step 1: Make Revisions 

Move funds between categories 

1. Expand the category you want to move funds from. 
    
2. On the line item with the funds to move, enter the new total in Proposed Amended Amount. 
   
   
   💡Tip: Use the scrollbars to view all columns and data in the box. 
    
3. In the Reason for Amending Grant Amount column, explain why funds are being removed and how the change supports program goals. 
   
   
    
4. Expand the category you want to move funds to.
    
5. On the line item you want to add funds to, enter the new total in Proposed Amended Amount. 
   
   
    
6. In the Reason for Amending Grant Amount column, explain why funds are being added and how the change supports program goals. 
   
   

➜ Example:  

• I moved $300 from Consumable Supplies (Equipment & Materials - 300) to Assistant Instructor Support (Personnel - 100).

a. Net Grant Change shows -$300 for Equipment & Materials. 

b. Net Grant Change shows  +$300 for Personnel.

c. The Grant Budget Balance shows $0 since all funds are still allocated.
 

Move funds within the same category

1. Update the Proposed Amounts for the line items you want to change.
    
2. In the Reason for Amending Grant Amount columns, explain why funds are being moved and how the change supports program goals. 
    

+Add line items

If your Grant Budget Balance is $0, first reduce the Proposed Amended Amount on an existing line item before adding a new one
 

To add a line item: 

1. Click the down arrow on the far-right of the category you want to add line item(s) to. 
    
2. Click +Add Line Items to at the bottom of the category.
   
   
    
3. A new line item appears. Fill in the details.
   
   

💡Tip: To delete a line item in draft form, scroll all the way to the right and click the trash icon

Add a category

If an awardee requests a new category, you may need to set it up before it appears in the Add New Category dropdown.

1. Add the category at the org level. See ➡️Setting up Budgets 
2. Allocate it to the program. See ➡️ Financial Program Setup

Once allocated to the program, or if the category is already available:

1. Click the Add New Category dropdown.
2. Select the checkbox next to each category you want to add. 
   
   

3. The category appears at the bottom. You can move funds into it or add line items using the steps above.

💡Tip: To delete the newly added category click the trash icon in the upper-right corner.

Step 2: Review Changes 

When you’re finished revising the budget, follow these steps to finalize changes: 

1. Click Review Changes in the bottom-right corner.
   
   
    

2. A summary appears. Click the down arrows on the far-right of the boxes to expand details.
   
   

    

3. Double-check all updates. 
   • Click Back to edit.
   • Click Cancel to close and discard changes.
      
4. Click Confirm in the bottom-right corner to finalize.
    

Notify the Awardee 

1. On the Award Agreement page, click Notify Amendment. 
   
   

    

2. In the confirmation pop-up, add comments (required) and click Notify. 
    

What Happens After Notifying the Awardee? 

1. The amendment status changes to Proposed. 
   
   
    
2. The awardee receives an automatic email. 

💡Want to remove or change this email template? 

• To remove this email: Open the Award Cycle > Go to Communications > Setup > Post Award > “Amendment Proposed” (See ➡️How to Manage Your Email Communications Setup).
• To create a new template: Open the Award Cycle > Go to Communications > Setup > Post Award  (See ➡️ How to Manage Your Email Communications Template Library).

3. The awardee can log in to accept the revised agreement, or submit another amendment request. 
 

Related Articles

➡️Managing Awardee-Initiated Amendment Requests
➡️Award Agreement Amendments (For Applicants)
➡️Initiating General Amendments to Award Agreements
➡️Setting Up Budgets
➡️Using the Budget Section Field

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