Office of Sponsored Programs Award Versioning


Versioning of an award occurs when a change is made to an award that does not involve receiving new money. 

Because no additional money is being received, the Transaction Type and Transaction Date fields will not change and will continue to indicate the most recent activity that involved receiving money for the award. The OSP Version Date and OSP Version fields will indicate the activity that is taking place on the award that does not involve adding money. Types of non-monetary award actions that will prompt a new OSP Version are listed below.

No-cost extensions:

A no-cost extension is implemented when the end date for a project has been extended. In certain instances, many federal sponsors will permit a grantee to extend the final budget period of a project one time for a duration of up to 12 months beyond the original expiration date shown in the Notice of Grant Award (NGA). Criteria for a no-cost extension is if no additional funds are required, there will be no change in the originally-approved scope or objectives and if one of the following applies:

  • Additional time beyond the established expiration date is required to ensure adequate completion of the originally approved project

  • Continuity of grant support is required while a competing continuation application is under review

  • The extension is necessary to permit an orderly phaseout of a project that will not receive continued support

Note: The fact that funds remain at the expiration of the grant is not sufficient justification for an extension without additional funds.


A re-budget occurs when currently-approved money is moved from one task to another. There is no additional money received. Many federal sponsors will permit a certain degree of latitude to re-budget within and between direct cost budget categories to meet unanticipated needs and to make other types of post-award changes. Approval may be required for some re-budgeting while other approval processes can take place at the institutional level. The terms and conditions of your award will outline the re-budgeting latitude you have as a PI.

Change in investigator:

An investigator change indicates a change in the PI or a Co-Investigator on a project. Most federal sponsors will require the grantee to notify them prior to the PI or other key personnel named in the Notice of Grant Award withdrawing from the project entirely, being absent from the project during any continuous period of 3 months or more, or reducing her/his time devoted to the project by 25 or more percent from the level that was approved at the time of award (for example, a proposed change from 40 percent effort to 30 percent or less effort). The federal sponsor must approve any alternate arrangement, including any replacement PI or other key personnel proposed by the grantee.

Restriction change:

A restriction change will be processed when approval has been received from a committee (e.g., IRB, ACUS, Biohazard, Export Control) and OSP is creating a notification that the restricted money that was initially set up in MAP has been made available. If your project involves the use of human subjects, animals, biohazard or radiation, OSP will not release the funds until the appropriate review board has approved the protocol. If the award involves Export Control, the PI must complete a checklist and a determination is made if a plan is required. The account will not be released and a Green Sheet will not be issued until the export control review has been completed.

Date change:

A date change is processed when there is a change to a start date, change to a date on a particular task, or pre-award costs. Many federal sponsors will permit an applicant/grantee, at his/her own risk, to incur obligation and expenditures to cover costs prior to the effective date of any award. The incurrence of costs prior to the award of a grant imposes no obligation on the Federal Government to either make the award or increase the amount of the approved budget.

Other OSP Version types:

  • Administrative Amendment: Change to award information initiated by the sponsor. These types of changes will include receipt of official NGA, award number changes, or a change in program or grant contacts at the agency. Administrative Amendments were announced in the past via memos from OSP.

  • Correction: Change to award information initiated by OSP. These types of changes can include fixing typos on the award document (green sheet).

  • F&A Rate Change: Change to the facilities and administrative rate for an award. This change will result in the creation of a new award in MAP indicating the new POETA number with the new F&A rate attached.

  • Migration: An action on an award that was previously established in ROADS and is being migrated into WVU+kc with this versioned award.

  • Sub-Award Change: Moving money from one task to another, specifically related to sub-award funding.

  • Suspension (Stop Work Order): No work may take place until the stop work order has been removed by the sponsor.

  • Termination: Predominantly used to terminate work on a project.

  • Unit Change: Change to the department of the Principal Investigator. This change will result in the creation of a new award in MAP indicating the new POETA number for the new department.


Article ID: 72563
Mon 2/25/19 2:03 PM
Thu 3/26/20 3:51 PM