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Chapter 20 Contract Amendments

Program Narrative or Scope of Services Amendments
Budget Amendments/Revisions
Agency Change Amendment

All proposed subaward or contract changes must be submitted to CVAD for approval. A subrecipient’s primary CVAD contact will review the requested changes to determine if the changes are allowable, and if they warrant a contract amendment. If CVAD approves the requested changes and it is determined that an amendment is necessary, then CVAD will issue an amendment. The amendment will be signed by CVAD and potentially by the subrecipient if deemed necessary. Amendments issued to correct the original agreement are usually not countersigned.

Program Narrative or Scope of Work Amendments 

The subrecipient must obtain prior approval from CVAD for any change in scope of work. In order to significantly modify the programmatic goals or objectives of an original contract, new program narrative statements must be developed describing any changes in the following areas:

  • Target population,
  • Project goals,
  • Objectives,
  • Project activities,
  • Collaborative activities,
  • Performance measures,
  • Staffing, and/or
  • Multi-year goals and objectives.

Budget Amendments or Revisions  

A budget amendment is necessary anytime the total federal or state funding amount of a grant or contract is increased or decreased and, or if movement of funds between budget line items is greater than 10% of the total budget. The subrecipient must secure prior approval from CVAD for all contract budget amendments. The program’s request must be accompanied by an amended detail, summary budget pages and any related documentation supporting the change. 

Budget revisions are requested by outlining how much a grantee is asking to move, from what expense type (payroll, benefits, travel, communications, etc.) to what expense type, why the funds are available to move and how it will impact the goals or objectives outlined in the grant application (grant scope revision). A budget revision request should be submitted in the correspondence section of or emailed to your primary CVAD contact. 

Amendments to the budget are not automatic and are not guaranteed. Budget amendments will be considered on a case-by-case basis. 

Refer to Chapter XIX. Grant Scope and/or Budget Modifications for additional information.

Agency Name Change Amendment

A contract amendment is required to change the legal name of a subrecipient agency in the CVAD grant management system. 

An agency name change request must be submitted to CVAD along with copies of the official documentation supporting the legal action. This legal action generally involves non-profit agencies and results in approval of the Amendment to the Charter on file with the Secretary of State. CVAD will in turn review the documentation and amend existing CVAD contracts to reflect the legal change.

Revised Substitute W-9 (PDF) and ACH (Automated Clearing House) forms must also be submitted to CVAD before the amendment can be processed.

The agency name change amendment must be approved by CVAD. The contract amendment document must be signed by the subrecipient and CVAD.

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