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Frequently Asked Questions (FAQs)

If you see a term or acronym here that you do not understand, use the toggle buttons above to visit the Grants Management Glossary. You can use search tools to quickly find terms on any page by using the 'Find' function. To get the 'Find' function hit Ctrl F or click on Edit in the menu bar, scroll down and click on Find.

You might notice the same question but it has different answers throughout the FAQ section. Answers can vary depending on the process in question. Check and make sure you are reviewing the question that corresponds only to the process you're questioning. A majority of the following FAQs can also be answered in the Grants Management Handbook, which is located as a download on the Grants Management Enterprise homepage.




When can an Amendment be submitted?

Once an On-line Application has been submitted and approved it then becomes a project. Once it is an approved project an Amendment can be submitted anytime before the 90-day deadline.

Do I have to do an Amendment?

The only time an Amendment is required is if there is a change to an approved project which can be fiscal, programmatic, or both.

When is the Amendment deadline?

Amendments must be submitted no later than 90 calendar days prior to the project end date.

I made a mistake when submitting an Amendment. Could you please reject it and send it back to me for correction?

Please contact the appropriate program office for directions on how your particular problem needs to be resolved. The program office may choose to reject the Amendment at your request.

See the Contacts section to contact the appropriate program office.

What should I write in the Amendment Reason box?

State each change that is being requested, as you would in a cover letter.

How can I use the Amendment process to avoid an overexpenditure or unauthorized expenditure at completion report time? How does that relate to the "20% or $1,000, whichever is greater" rule?

The ability to transfer all or partial monies from one line item to another is dependent upon grant guidelines and program office approval. Any requested changes cannot be acted upon until approved by the program office. Anticipated expenditures that would cause an overexpenditure or unauthorized expenditure must be requested no later than 90 calendar days prior to the project end date. Final expenditures (with the exception of Indirect Cost) may exceed the last approved line items by no more than 20% or $1,000, whichever is greater, without exceeding the budget total.

Which line items are subject to the "20% or $1,000, whichever is greater" rule?

All approved budget line items except Indirect Cost.

How can I verify that an Amendment was successfully submitted? How can I verify whether an Amendment has been approved or rejected?

LEAs can logon and go to the online Amendment process. The first page is the Progress page that shows the status of Amendments that are being edited by LEA, evaluated by ADE, or submitted by LEA. If an Amendment has been submitted and it does not show on this page, it means the Amendment has been approved. Please check the Project Summary to view the approved Amendment changes. Upon approval or rejection, LEAs will receive notification via email if a correct email address(es) were provided on the Contact Page.

The project line items will remain the same but the funds need to be used for reasons other than originally intended. Do I still need to submit an Amendment?

This is called a Programmatic Amendment and under most circumstances, should be amended. Refer to Amendments in the Grants Management Glossary and if needed, contact the appropriate program office for more detail.

Is there a limit to the number of Amendments that can be submitted during the life of a project?

No, there is not an Amendment limitation.

Arizona Department of Education
Grants Management Bin #3
1535 W Jefferson St
Phoenix, AZ 85007
Phone: (602) 542-3695
Fax: (602) 542-4063