THE ROBERT WOOD JOHNSON FOUNDATION

GRANT BUDGET REVISION GUIDELINES

Revisions to your approved grant budget must be requested when changes in your grant project result in the need for additional line items, and/or you anticipate spending in excess of the approved budget categories by more than 5 percent. These categories include Personnel, Other Direct Costs, Equipment, and Consultant/Contractual Agreements. The guidelines that follow will assist you in preparing your budget revision. If you have any questions, please contact the Financial Monitoring Office at (609) 627-5851.

Your budget revision request should include a NARRATIVE describing those line items you are requesting to change. A LINE-ITEM BUDGET should be submitted in a format that displays your entire original budget for that period and your requested changes. Please be sure to identify the budget period and illustrate your reallocation as demonstrated below. In addition, you should include a narrative that explains how the revised budget item(s) relate to the project, why the changes are needed, and how the proposed amount(s) were determined. If any element of a contract has changed, including the dates, dollars, or deliverables from that previously approved, the following revised information is required: a copy of the contract amendment; or a fact sheet outlining and explaining what elements have changed.

Grantee: Community Health Coalition Grant #12345
BUDGET PERIOD - January 1, 1995 through December 31, 1995

Line Items Approved
 Amount 		 Revision 
Request 		 Proposed
  Budget  		 Expenses     
Incurred (to date)
PERSONNEL
Project Director 40,000 - 3,000 37,000 9,250
Case Manager -0- 25,000 25,000 -0-
Secretary 25,000 -0- 25,000 3,000
OTHER DIRECT COSTS
Duplicating 2,500 - 1,500 1,000 750
Supplies 1,000 -0- 1,000 250
Marketing 8,000 - 3,500 4,500 2,500
Travel 7,000 - 5,000 2,000 -0-
CONSULTANT/CONTRACTUAL AGREEMENTS
XYZ Corp. 40,000 -12,000 28,000 28,000
Health Care Corp. 5,000 -0- 5,000 -0-
 
TOTAL 128,500 -0- 128,500 43,750


THE FOLLOWING POINTS WILL ASSIST YOU IN DEVELOPING YOUR REVISION.

  1. Submit your revision in a format that displays your entire budget and your requested changes.

  2. Line items for which expenses have been incurred cannot be deleted from your budget. The line item must state the actual expenses incurred as of the date of the revision.

  3. Any addition or deletion of approved items should be explained in your budget narrative.

  4. Budget revisions may require recalculation of the amount approved for indirect costs.

  5. Revisions to personnel line items may change the approved amount for fringe benefits. The proposed fringe benefit amount should be recalculated and stated in the narrative section.

  6. In some circumstances, a minor revision of your budget can be requested over the telephone. This method of approval is generally related to revisions in the "Other Direct Costs" category.

Revised: 5/1/01