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Outgoing Subagreement Amendment Guidance

As a tool to assist departments with proposing, managing, and closing subagreements per Federal Regulations opens in a new tab and best business practices, checklists have been created. This guidance document on Subagreement Amendments may be used in conjunction with the Award Management checklist (PDF) or as a standalone reference guide.

Amendments to subagreements may require prior approval from UNC’s sponsor. Work with your department’s Sponsored Projects Specialist to get the prior approval before submitting the amendment request via Subagreement Pre-Drafting Action & Response Certification (SPARC).

Change in Performance Period

Date Extension

An action to extend the subrecipient’s performance period with no additional funds.

Required Information:

  • Documentation showing prime award has been extended

Early Termination

An action to terminate the subagreement prior to the original end date of the agreement.

Required Information:

  • Communication between department and subrecipient about early termination
Change in Funding

New/Additional Funding

If you want to provide funding to the subrecipient from UNC’s prime award. May require UNC’s sponsor prior approval.

Required Information:

  • Budget Revision for Prime (Budget revision would need to be submitted to SponsoredPrograms@unc.edu and completed by SPS prior to amendment action being requested to Contracting team.)
  • Budget for new funds

Deobligation

An action to reduce the amount of funds issued to the subrecipient on a particular subagreement.

Required Information:

  • Communication between department and subrecipient about deobligation of funds
  • Budget with reduction in funds or replacement budget, as applicable

Carryover

An authorization to use unspent funds from a prior budget year of the subagreement in the current budget period. UNC does not allow automatic carryforward for foreign subrecipients.

Required Information:

  • Budget
  • Principal Investigator (PI) Authorization
Change in Scope

If the objectives or aims that the subrecipient originally agreed to perform changes, the scope of work must be updated to reflect that in the agreement. May require UNC’s sponsor prior approval.

Required Information:

  • Revised Scope of Work
  • UNC/ Sponsor approval, as required
Change in PI/PD

If the PI listed on the original subagreement has changed, it requires an amendment before they begin work. May require UNC prime sponsor prior approval.

Required Information:

  • Request for change, signed by subrecipient and UNC PI
  • Revised budget with new PI
  • Effective date of change
Change in Key Personnel

For all key personnel listed on the subagreement, conflict of interest (COI) compliance must be completed. If key personnel are added to the subagreement, then COI will need to be reviewed for that individual.

Required Information:

Change in Research Subjects

If you are adding human or animal subject research to the subrecipient scope of work or if you are removing human or animal research subjects from the subrecipient scope of work.

Required Information (Adding Research Subjects):

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