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Submitting Amendments

During the course of the project year, 21st CCLC programs may need to request a project and/or budget amendment to the approved grant application in order to refine, improve and strengthen the program to achieve the goals and objectives of the project. Prior to submitting an amendment request, agencies are encouraged to consider the following items:

  • NEED

    What is the need for the project and/or budget change?
    Any change to the approved grant application must be based on need.

  • REASONABLE

    Are program changes reasonable based on current operation and services provided? Are costs reasonable compared to other items (e.g., equipment, materials and supplies) or services? If you were an auditor, would you allow the changes based on the justification provided?
    All changes must be reasonable to the scope and level of services in the approved grant application.

  • NECESSARY

    Could proposed items, or services, be offered a different way to achieve the same outcome? How will the changes enable the program to achieve the goals and objectives of the project? What would a prudent person do?
    All changes must be necessary to achieve the goals and objectives in the approved grant application.

  • ALLOCABLE

    Will participating students experience tangible benefits based on when expenditures occur within the project year? Has delivery time been accounted for?
    Expenditures must enable participating students to experience tangible benefits.

  • ALLOWABLE

    Are proposed changes allowable based on federal and state rules, regulations and policies?
    See the current year RFP/RFA application for a listing of unallowable expenditures.

Important: Because an amendment is a Request to alter your program contract with the FLDOE, any proposed changes must be approved Prior to their implementation.

For more information related to Project and/or Budget Amendment requests, please see the FLDOE Green Book, Section B: Project Amendments, or contact your regional TAT Consultant.

Frequently Asked Questions

What are agencies responsible for?

  • Monitoring program operations and budget expenditures
  • Completing project and/or budget amendment forms and updating applicable documents (i.e., DOE 101S) for submission to the FLDOE in substantially approvable format.
  • Submitting project and/or budget amendments to the FLDOE that meets the agency’s timeframe.
  • Communicating with the regional TAT Consultant prior to or upon submission of 21st CCLC amendment forms to the FLDOE.
  • Providing additional documentation and/or justification as requested by the FLDOE or 21st CCLC Administrative Team.

What are TAT Consultants responsible for?

  • Advising 21st CCLC programs if a formal amendment request is needed for proposed program changes only.
  • Reviewing proposed project and/or budget amendment requests and providing timely feedback to agency
  • Contacting 21st CCLC programs to obtain additional documentation and/or justification on behalf of the FLDOE
  • Making recommendations to the FLDOE

* 21st CCLC TAT Consultants are not authorized to approve amendment requests *

Who is available to help with amendments?

Programs should contact their 21st CCLC Technical Assistance and Training (TAT) consultant prior to submitting an amendment to the FLDOE. TAT consultants will:

  • Assist in determining whether an amendment is needed.
  • Brainstorm ideas and provide suggestions.
  • Make recommendations to FLDOE for approval.

In addition, TAT consultants will work with the 21st CCLC Policy and Compliance Unit to ensure that program and budget changes are in compliance with federal and state laws, regulations and policies.

When do I need an amendment?

An amendment is needed to request any changes to your program or budget of the approved application. There are 2 types of amendments:

Program Amendments (require a DOE 150 form), and address changes to any of the following:

  • Approved goals and objectives
  • Project evaluation scope (i.e. methodology, assessment, data collection)
  • Deliverables (i.e. actual services provided)
  • Work Tasks (i.e. changes in assigned role or responsibilities)
  • Types of personnel employed by the project
  • Contracted Services.

Budget Amendments (require DOE 150 form AND DOE 151 form), and address any of the following:

  • Changes to approved budget amounts or budget narrative
  • Changes to narrative description(s) of budget line items
  • New budget line items
  • Move funds from one budget line item to another.

When are Amendments Due?

Amendments may be requested only after the project application has been approved by FLDOE. Sub-grantees are strongly encouraged to plan ahead and contact your TAT Consultant for assistance.

Please note: Amendments for the academic year should be submitted well in advance of the end of the program fiscal year (June 30th) as funds are intended for use during the program year of operation only. All program and/or budget changes must be approved by the FLDOE prior to implementing the program and/or budget changes.

Where are the amendment forms?

All forms can be found on the FLDOE Grant Forms page.

In order to be considered for FLDOE approval, amendment requests must use the correct amendment forms, provide clear descriptions of the proposed changes, and be signed by the agency head.

Program Amendments: All program changes must be identified on the DOE 150 with sufficient description of why each program change is necessary.

Budget Amendments: Each major budget change that will occur must be identified on the DOE 150 with a sufficient, but brief description of why each budget change is necessary.

On the DOE 151, each budget line item that increases or decreases as a result of the budget change must be identified and include a sufficient description why each budget line item is increasing or decreasing. If the narrative description of the budget line item will change as a result of the budget change (i.e., added responsibilities to a position), a revised narrative description must be included. If the budget line item included a funding equation in the original budget, a revised funding equation must be provided to equal the amount resulting from the budget change.

Submission of a revised DOE 101 must be included for all budget changes which aligns to the information identified on the DOE 150 and DOE 151

More information regarding program and budget amendments can be found in the Florida DOE Green Book, specifically in Section B - Project Amendments

What is the amendment process?

Typical amendment process:

  • Sub-grantees notify the TAT Unit of any upcoming changes to their approved project application to determine if an amendment is needed
  • Sub-grantee submits a draft amendment request to the TAT Unit for review
  • TAT Unit provides feedback and guidance, with input from the PMC Unit
  • Once the TAT and PMC Units agree with the proposed changes, the TAT Unit will notify the sub-grantee to submit a final version of the amendment request to FDOE for approval
  • FLDOE will notify the program of approval; a DOE 200 Project Award Notification is generated and mailed to the agency.
  • You can track your program amendment status in the FDOE Grants Management System.