The forms are built into the On-line Grants Management System (OGMS). For instructions on how to submit a contract amendment, go to the OGMS Training & Resources page: https://www.dcjs.virginia.gov/grants/ogms-training-resources.
In-Line Budget Adjustments allow grantees to move money within one budget category. In-line adjustments can be reviewed anytime during the year but must be approved by your grant monitor prior to the end of the fiscal year and prior to funds being obligated or expended.
The most common reasons budget requests are denied are: (1) the request was submitted after the deadline; (2) the revised budget does not agree with the narrative; (3) the request includes items that are unallowable or unreasonable according to grant guidelines; (4) the request was not submitted on the approved form or in the correct format. Denied requests are sent back to the sub-grantee for negotiation (correction) within a specified time frame. For instructions on how to submit a budget amendment, go to the OGMS Training & Resources page:
No. Sub-recipients that need to move funds within a budget category can submit an in-line budget adjustment request via OGMS. For instructions, go to the OGMS Training & Resources page: https://www.dcjs.virginia.gov/grants/ogms-training-resources.
All requests for budget amendments or in-line budget adjustments must be made in OGMS via the contract amendment component. The budget amendment process requires the completion of a budget revision summary and an itemized budget grid with a narrative for the justification. The budget revision summary requires the subgrantee to enter the current approved budget and the proposed budget. In addition, the request form will require the grantee to indicate the increased/decreased budget categories, itemization of the request and to justify the request.
Refer to the grant guidelines and award conditions for specific guidance on allowable costs and activities. Additionally, sub-grantees must review the approved application to ensure that the requested changes are aligned with the purpose of the funds and the project scope.
All requests for budget amendments or in-line budget adjustments must be made in OGMS via the contract amendment component. The budget amendment process requires the completion of a budget revision summary and an itemized budget grid with a narrative for the justification. The budget revision summary requires the subgrantee to enter the current approved budget and the proposed budget. In addition, the request form will require the grantee to indicate the increased/decreased budget categories, itemization of the request and to justify the request.
No more than two (2) budget amendments will be permitted during the grant period. There is no limit on in-line budget adjustments, however in-line adjustments must be made prior to the end of the award period.
All amendment requests must be submitted at least 45 days prior to the end of the award period. Requests submitted after the project end date, or those that would require retroactive approval, will be denied, unless DCJS grants an exception based on extenuating circumstances.
Budget amendments are reviewed by the Grant Monitor within (10) working days. The approval process can take up to (30) working days depending on whether additional revisions are requested. To check the status of a budget amendment request, logon to OGMS and select the Contract Amendments component.
