This section provides an overview of post-award changes that may require prior written approval by ACF based on the terms and conditions of your award. ACF may approve, deny, or request additional material to document and evaluate your request. Verbal authorization should not be considered approval by ACF. Recipients of discretionary awards will receive an amended Notice of Award (NoA) upon approval. If the request is disapproved, notification will be provided in writing.
The information contained within these pages may not apply to all awards as exemptions or more stringent program regulations may exist. Prior to requesting prior approval, please check your Notice of Award, associated Terms and Conditions, and contact your Grants Management Specialist for additional information.
Reporting Changes and Requesting Prior Approval
ACF anticipates that a recipient may need to make post-award changes to approved budgets, key personnel, or other items during the project period to accomplish programmatic objectives.
In general, recipients are allowed a certain degree of flexibility to re-budget within and between budget categories to meet unanticipated needs and to make other types of post-award changes. In some cases, prior approval is required as outlined in program regulations, 45 CFR Part 75.407 (effective on or after 10/1/2025: 2 CFR §200.407 ) (when applicable), and/or the Notice of Award.
Significant Rebudgeting
Significant rebudgeting across direct cost categories generally requires prior approval depending on the percentage of the rebudgeting and the total amount of the approved budget. ACF policy requires recipients to obtain prior approval for the following rebudgeting thresholds:
- Awards with the Federal Share exceeding the Simplified Acquisition Threshold (SAT): When Federal share exceeds the SAT (see the Glossary , currently set at $250,000) and cumulative transfers equals to or exceeds 10 percent of the total approved budget (which includes direct and indirect costs, whether chargeable to Federal funds or required matching or cost sharing), prior approval is required in accordance with 45 CFR §75.308(e) (effective on or after 10/1/2025: 2 CFR §§200.308(i)(1)-(2) ).
- Awards under the SAT: When the award is under the SAT and cumulative transfers equal to or exceed 25 percent of the total approved budget (which includes direct and indirect costs, whether chargeable to Federal funds or required matching or cost sharing), prior approval is required.
Guidance on Submitting a Prior Approval Requests
Typically, prior approval requests must be submitted as formal written requests on letterhead, signed and dated by an Authorized Organizational Representative (AOR). For timely approval, ACF recommends recipients submit requests as well in advance as possible, and no later than 30 days before the change is expected to be implemented. Additional supporting documentation may be required by the Office of Grants Management (OGM) when reviewing the request. Contact your Grants Management Specialist for specific instructions on how to submit a request for prior approval.
Failure to obtain required prior approval may result in the disallowance of costs, termination of the award, or other enforcement actions within ACF’s authority.
Requesting to Purchase, Encumber, or Dispose of Real Property and/or Equipment
Recipients must request prior approval to dispose of, replace, or encumber title to real property, equipment, or intangible property acquired with federal funds per 45 CFR §75.308(c)(xi) .
Real Property:
For ACF programs with real property authority, recipients wishing to acquire, construct, conduct major renovation, or encumber a property must request prior approval. The Real Property Prior Approval page under the property section of this website outlines this process in greater detail.
When a recipient holding a property with federal interest no longer needs the property for approved program activities, disposition instructions must be requested from the Office of Grants Management. Information on standard disposition options available under 45 CFR § 75.318 (c) and instructions for requesting disposition can be found on the Real Property Disposition page.
Equipment:
The Tangible Personal Property Guidance page provides detailed information on the ACF process for purchasing or disposing of equipment.