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IV   How to complete a BCR to change an existing grant budget
            A. Step by Step instructions
            Once a budget is established, it may become necessary to adjust the budget line items to accommodate modifications from the granting agency and/or spending of the grant. A Budget Change Request, signed by the Grant Administrator, is required to make any changes to the budget. It is important for the Grant Administrator to be familiar with the granting agencyís restrictions regarding budget changes.
            If a BCR exceeds the granting agencyís criteria for changing the existing budget, the responsible Funded Projects accountant will require the Grant Administrator to obtain written approval from the agency before making the change. Some agencies require contract modifications to adjust the budget. If this type of change is needed, it is very important to plan in advance, especially if the budget change needs to be reflected on a monthly or quarterly fiscal report and it is near the end of the report period.
            It is even more crucial to consider timing if this change needs to be made near the end of a grant in order to accommodate a late Purchase Order. Take time to plan ahead.

            To complete a BCR for an established grant, refer to Example B-Sample BCR for an existing grant and follow the steps below.
 

1. In the first two horizontal boxes at the top of the form, enter your department name and the current date. The third box may be used by you to track this BCR-enter a number if desired.
2. The three rows marked DAN/BAN should be left blank. These are not used for grants.
3. Under "Budget Account Number" write in only the account numbers that you wish to adjust. 
(See section on Establishing Grant Account Numbers if you need to set up a new account number.)
4. Leave the "R*" column blank. This is not used for grants.
5. Enter the "Current Budget". This information should be taken directly from the system to assure its accuracy. A new account being added has a "Current Budget" of zero. 
6. For Revenue accounts: If you want to increase the budget for a revenue account, enter the increase under "Reductions". If you want to decrease the budget for a revenue account, enter the decrease under "Additions". (Note: changes to revenue budgets are made ONLY when the grant is increased or decreased by a change in the award.) Remember: Budgets are in whole dollars only ñ no cents.
7. For Expense accounts: If you want to increase the budget for an expense account, enter the increase under "Additions". If you want to decrease the budget for an expense account, enter the decrease under "Reductions". 
8. A. Check your calculations for OPE
B. Check your calculations for Indirect Cost accounts 
9. In the "Revised Budget" column, enter the new budget total for each line. This total is computed as follows: Add "Current Budget", add "Addition", subtract "Reduction".
10. In the "Totals" line at the bottom, add each column vertically and enter the total. The total "Additions" must equal the total "Reductions".
11. In the box marked "Purpose of Request", write the reason for the adjustment. (i.e. "To move budget to cover additional payroll and OPE" or "Adjust Budget per Contract Modification #4", etc.)
12. The Grant Administrator or the designee must review, sign and date the BCR.
13. Make a copy of the completed BCR for your records. Submit the entire multipart original form to the appropriate Funded Projects Accountant.

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Lane Community College, College Finance Department
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4000 East 30th Avenue, Eugene OR 97405-0640
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Phone: (541) 463-5839
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Please direct comments about this page to feldmayera@lanecc.edu
URL http://www.lanecc.edu/collfin/fundproj/instbcr4.htm
Revised 10/16/02 (llb)
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