Office of Sponsored Research and Programs Budget Transfer Process

Careful consideration is needed when moving money around. This activity must be approved by the granting agency. The vast majority of agencies do not mind transferring small amounts of money (10% or less) between line items; while other agencies may absolutely restrict any and all re-budgeting. Therefore, the general rule is to check the award letter to ensure that budget transfers or revisions are allowed. If the award does not state whether or not re-budgeting is allowed, then the default policy is to seek agency approval. 

Budget transfers must be approved and allowable. Principal Investigators must seek agency approval if the award document does not make any reference to whether modifications are allowed. 

NCCU Regulation: Budgeting for Sponsored Projects Regulation 50.03.7

Sponsored Projects all begin with a fund number of 55XXX.

Please review the following points to consider when revising a budget:

  • Understand the specific sponsor terms/conditions regarding revisions to the original budget.

  • Anticipate budget needs and obtain prior approval rather than after-the-fact approval. After-the-fact requests have been denied.

  • Requests for a budget revision must follow the procedures established by the Office of Sponsored Research and Programs.

  • Written, detailed justification explaining the reason for the revision is required.

  • Facilities and administrative costs (account code 74800G) must be adjusted when increasing or decreasing the equipment, subcontracts (maximum recovery of F&A is up to $25K on each agreement) and/or student aid account codes unless the agency restricts the re-budgeting of F&A costs. For assistance, please use our Budget Transfer Tool.

Budget Transfer Forms and Instructions

A budget transfer should be requested using Banner SSB (Self-Service Banner).

Checking Your Budget

Always check your budget to ensure funds are available and the expense is allowable prior initiating any transactions on your grant. The Office of Sponsored Research and Programs verifies all expenditures and approves only those that fall within the guidelines of the grant budget.