Grant Award Modification Information

A programmatic GAM is used to update changes in project scope or to obtain prior approval for changes with programmatic costs and activities. There are two programmatic GAM subtypes: 

Programmatic Cost Changes:

• consultant rates exceed threshold rate
  • requests must include documented justification demonstrating the consultant has previously received the higher rate for comparable work
• foreign travel
• confidential funds
• award package costs requiring prior approval (e.g., National Environmental Policy Act (NEPA) or non-OVW training requests)

Programmatic Scope Changes:

• altering programmatic activities
• changing the purpose of the project (Note: These should be submitted only under rare circumstances, and in consultation with the grant manager.)
• changing the project site
• staff/personnel changes, including:
  • changes in key personnel
  • authorized contracting and/or sub-awarding (e.g., a project partner) the services of a third party to perform key award activities
  • obtaining the authorized services of a third party to perform activities which are central to the purpose of the award

There are three types of financial GAMs:

Budget Modification:

• A budget modification GAM is a request to reallocate funds between budget categories. (Note: An award must have a final budget clearance before creating this GAM.)
• The following criteria will trigger a budget modification GAM:
  • The proposed cumulative change is greater than 10% of the total award amount.
  • Adding funds into a category that wasn’t previously approved in the budget. (For example, if the “Travel” category has $0 allocated in the most recently approved budget, the adjustment to transfer funds from "Equipment" to "Travel" requires a GAM.)

Sole Source Approval: 

• A request must be initiated to establish a non-competitive contractual agreement with a contractor when the amount exceeds the grant's simplified acquisition threshold.

Budget Reduction: 

• This type of GAM is not permitted for OVW recipients.

Note: If the Create New GAM button is gray for a financial GAM, that means there is already an active GAM of the same type or subtype. The existing GAM must be resolved before another GAM of the same type is created.

PPE GAMs:

• extend the duration of the project by changing the end date
• must be submitted in JustGrants within 30 days of the current end date
• may be for up to 12 months (any requests for longer periods should be discussed with the assigned Grant Manager prior to GAM submission)
• must be submitted with written justification including:
  • the additional time needed to complete the project (must align with the timeline in the PPE GAM)
  • a robust explanation as to why award funds have not been used in the current project period (e.g., obstacles to implementation)  
    • If this is a second or third request, clarify why more time is necessary and outline the circumstances that prevented project completion within the previously extended period. Include a detailed timeline outlining how the project will be completed by the new end date.
  • activities, goals, and objectives that will be completed during the extended period (tie responses to the goals and objectives the application, e.g., Goal #1, Objective #2)

Note: If the Create New GAM button is gray for a PPE, that means there is already an active GAM of the same type or subtype. The existing GAM must be resolved before another GAM of the same type is created.

• JustGrants GAM Job Aid Reference Guide
• DOJ Grants Financial Guide (2025)
• Part 200 Uniform Requirements
• JustGrants GAM eLearning Videos