Grant Amendments

Add a grant amendment to an approved grant to record changes.

Changes to an approved grant can be recorded as a grant amendment. This can include changes to the approval amount, grant period, or other changes such as the scope of work or deliverables. Tracking changes as grant amendments provides better visibility and documentation of changes on the request record and allows the changes to be pulled into the Grant Amendments report. In addition, grantee-initiated forms can be used to allow grantees to request a grant amendment through the grantee portal.

Add a New Grant Amendment

Add a new grant amendment to a request from the request record.

1. Navigate to the request record. 
2. Click the Overview tab.
3. Click Add New Grant Amendment.
   
   
4. Complete the applicable fields, and then click Save.
   1. Amendment Type - Select the type of change being made to the grant. If Approval Amount and/or Grant Period is selected, complete the applicable fields to record the new amount and/or date information. Other can be selected to record changes such as an adjusted scope of work or deliverables.
   2. Amendment Status - If Pending or Declined is selected, amended amount or date values will not update on the request. If the amendment status is changed to Approved, the amended values will then update on the request. Grant amendment workflows can be automatically added to requests based on the amendment status.  
   3. Amendment Approval Date - This is a required field if Approved is selected as the amendment status. Workflow task due dates can be based on this date field.
   4. Notes - Optionally enter details related to the amendment. If Other is selected as the Amendment Type it is recommended to use a standardized notation (e.g. Budget Change - Changed from $10,000 to $15,000).
      
      

The grant amendment now appears on the request record. Click the amendment to view the details, make edits, or delete the amendment. See the Delete Approved Grant Amendments section for information on deleting approved amendments.

Amendment Requests Using Grantee-Initiated Forms

If available with your GivingData subscription, grantee-initiated forms can be used to build a grant amendment request form. Grantees with an active approved grant can then request a grant amendment through the grantee portal. 

Creating and Editing Grantee Portal Intake Forms contains general instructions on form building. The following are unique steps for building a grant amendment request form.

1. Select the Active Grant Intake Form type.
   
    
2. In the Add Grantee Portal Intake Form modal, check the box to Enable Adding New Grant Amendments When Managing Intake Entries.
   1. This allows the option to efficiently add a grant amendment to the request when importing the submitted form from the grantee portal. 
3. Build the form to collect the necessary information from the grantee. Suggested fields include:
   1. A text field with a dropdown menu for the amendment type.
   2. Fields with conditional logic based on the amendment type field to collect details such as amended dates or amounts.
      1. Mapped fields could be used if applicable.
   3. A text area field for the rationale for requesting the amendment.
   4. A file upload question for supporting documentation.
4. When approving a request that should have access to this form, check the box for the grant amendment request form in the Enable Active Grant Intake Forms section.
   
   
5. From the grantee portal user’s list of active grants, they can access the form following these steps if they have permission to manage active grants:
   1. Click View Grant Details.
      
      
   2. Click Active Grant Forms.
      
      
   3. Click Add Form next to the grant amendment request form.
      
      
6. After importing a submitted grant amendment request form, view the intake entry, and then click Add New Grant Amendment to efficiently add a grant amendment. 

Grant Amendments Report

The Grant Amendments report provides efficient visibility of approved amendments. The report can be exported to share with auditors or finance team members as needed.

To access this report, click Reports, and then click Grant Amendments report.

Criteria and column selection are available to customize the data displayed.

• Depending upon the selected criteria, requests without grant amendments might also be included in this report. The report gives the ability to view all requests within a certain time period with visibility into which requests had amendments. 

Delete Approved Grant Amendments

If a user has the appropriate permissions, they can delete a grant amendment from the Edit Grant Amendment modal.

If the grant approval amount, approval date, and/or grant term fields were changed and were documented through the deleted amendment, they will revert back to the pre-amendment values.