Grant Modifications and Matching Payments

Request for Modification

A grantee wishing to change the terms of a grant, through extension of the grant period, reallocation of grant funds, or rollover of funds from one Foundation grant to another grant made for the same purpose, or to transfer a grant to another organization, should follow the guidelines below.

Reallocation

A grantee wishing to allocate funds in a manner different than the original budget approved by the Foundation should provide program staff with a brief description of the substance and extent of the proposed modification.  If staff determine that additional documentation is necessary, they will invite the grantee to complete and submit the "Reallocation Request Form" (PDF) and the required attachments (including the Foundation's "Reallocation Financial Summary" and a revised budget).

Extension

A grantee wishing to extend the term of a grant should provide program staff with a brief description of the substance and extent of the modification.  If staff determine that additional documentation is necessary, they will invite the grantee to complete and submit the "Extension Request Form" (PDF) with all required attachments (including a revised budget as needed).  This submission should occur three months prior to the end of the grant term.

Rollover

A grantee with two or more active grants from the Foundation made for the same purpose may wish to roll all funds into the most recent grant account to consolidate narrative and financial reporting.  The grantee should contact program staff with a brief description of the substance and extent of the proposed rollover.  If staff determine that additional documentation is necessary, they will invite the grantee to complete and submit the "Rollover Request Form" (PDF) with all required attachments (including a revised budget).

Transfer

A grantee wishing to transfer a grant to another institution should contact program staff with a brief description and explanation for the proposed transfer.  If staff determine that a transfer is appropriate, they will invite the grantee to submit the documents set forth in the Foundation's "Transfer – Checklist of Required Documentation" (PDF) (including a revised budget as needed).

Significant Changes to Grant

Certain changes to the terms of a grant require staff to seek the approval of the Foundation's Board of Trustees.  Such requests are not routinely brought to the Board of Trustees nor are they necessarily approved.  Examples of significant material changes requiring Board approval include the following:

  • REPURPOSING
    If a grantee seeks to change the purpose of a grant, Foundation staff may invite the grantee to request a repurposing of the original grant.  The request should include a narrative account from the principal investigator or the head of the institution of the reasons for the repurposing, a description of the objectives to be achieved, a signed financial statement indicating the current balance of remaining funds and expenditures to date, and a new budget proposal corresponding to the projected use of funds.
  • MATCHING GRANT
    If a grantee wishes to alter the terms of a matching grant, the principal investigator or the head of the institution should provide a full account of the reasons for the requested change, a discussion of any challenges encountered to date and prospects for meeting the match under the amended terms, and a signed financial statement indicating the current balance of the grant, the progress of the matching effort, and total expenditures to date.

Request for Matching Payments

If a grantee wishes to request release or payment of matching funds, it should submit all documentation listed on the Foundation's "Matching Funds Request Form" (PDF).

Revised Budget Template

In addition to the particular forms described above, any modification request requiring a revised budget should use the appropriate template: