XVIII. Contract Amendments

All proposed changes must be submitted in writing to OCJP for approval.  OCJP will review the requested changes to determine if the proposed revisions are allowable, and if they warrant a contract amendment.  If OCJP approves of the requested changes, and it is determined that an amendment is necessary, then OCJP will initiate the contract amendment process.  The contract amendment document must be signed by the subrecipient and the Commissioner of the Department of Finance and Administration prior to it being implemented by the subrecipient.

Agencies should be monitoring their project on a regular basis to address budget concerns in a timely manner. As a result of the fiscal year end closing, amendments are rarely approved for May or June of the current fiscal year.

1. PROGRAM NARRATIVE / SCOPE OF SERVICES AMENDMENTS
   
   The subrecipient must obtain prior, written approval from OCJP for any change in program narrative or scope of services. In order to significantly modify the programmatic goals and/or objectives of an original contract, new Program Narrative Statements must be developed demonstrating any change in the following areas:
   1. Target population,
   2. Project goals,
   3. Objectives,
   4. Project activities,
   5. Collaborative activities,
   6. Performance measures,
   7. Staffing, and/or
   8. Multi-year goals and objectives. 
2. BUDGET AMENDMENTS
   
   A budget amendment is necessary anytime the total federal or state funding amount of a grant/contract is increased or decreased and/or if movement of funds between budget line-items is greater than 20 % of the line-item amount. The subrecipient must secure prior written approval from OCJP for all contract budget amendments.  The written request must be accompanied by amended detail and summary budget pages and any related documentation supporting the change. 
   
   Amendments to the budget are not automatic and are not guaranteed.  Budget amendments will be considered on a case-by-case basis. 
3. AGENCY NAME CHANGE AMENDMENTS
   
   A contract amendment is required to change the legal name of a subrecipient agency. 
   
   An agency name change request must be submitted in writing to OCJP along with copies of the official documentation supporting the legal action. This legal action generally involves non-profit agencies and results in approval of the Amendment to the Charter on file with the Secretary of State.  OCJP will in turn review the documentation and amend existing OCJP contracts to reflect the legal change.
   
   Revised Substitute W-9 and ACH (Automated Clearing House)  forms must also be submitted to OCJP before the amendment can be processed.
   
   The agency name change amendment must be approved by OCJP.  The contract amendment document must be signed by the subrecipient and the Commissioner of the Department of Finance and Administration.