Notification of changes to

your project form

Please read the following before completing this form.

Only use this form when you want to do the following:

• change salaries by up to a maximum of £5,000 for each salary in any
project year (changes must not exceed a total of £10,000 in any project year);
• reduce ‘Organisational overheads – line management’ or ‘Organisational overheads –
accommodation’ by up to £10,000 in any project year;
• change any other budget line listed in your project budget by up to £10,000
in any project year;
• move money from capital costs to revenue costs by up to £10,000; or
• move money from revenue costs to capital costs by up to £10,000.

These changes must not result in an increase to the total value of our grant over the
whole period of our grant. An increase to a salary must not result in a pay increase of more
than three per cent to the value of the salary funded by our grant.

Do not use this form if the proposed change is:

• to change any salary by more than £5,000 in any project year or a number of salaries by
more than £10,000 in any project year;
• to increase ‘Organisational overheads – line management’ or ‘Organisational
overheads – accommodation’ by any amount;
• to change any other budget line (as listed in your project budget) by more than
£10,000 per project year; or
• to move money from capital to revenue costs, or revenue costs to capital, by
more than £10,000.

If the value of any of the changes you are proposing, including the value of any changes we have
already agreed with you in the current project year, exceeds the limits in any of the lines above, you
must use a Request for changes to your project form

If the changes you are proposing to make to your project are not covered above, please speak
to your local Community Fund office before making the changes.

1
Notification of changes to your project form
Please complete all questions on the form and send the original to your Grants Officer.
Keep a copy for your files.
Please read the guidance notes at the back of the form as you answer the questions.
The symbol Help tells you when a note is available.

Q1 Your contact details help

Name of the organisation

Address of the organisation

You must include the postcode

Unique Reference Number

Q2 Tick the relevant box to tell us which of the following changes you are making. help

Change salaries by up to a maximum of £5,000 for each salary in any project year
(changes must not exceed a total of £10,000 in any project year)

Reduce ‘Organisational overheads – line management’ or ‘Organisational overheads –

accommodation’ by up to £10,000 in any project year

Change any other budget line listed in your project budget by up to £10,000 in
any project year
help
Move money from capital costs to revenue costs by up to £10,000.

Move money from revenue costs to capital costs by up to £10,000.

If the change you are making does not fall into one of these categories you must not make the
change without getting our approval beforehand; otherwise you may jeopardise the grant. You must
follow the procedures set out on the Request for changes to your project form to get our approval.
You must also do this if the value of any of the changes you are proposing, including the value of any
changes we have already agreed with you in the current project year, exceeds the limits above.

2
Notification of changes to your project form
Q3 Tell us about the change you are making. help

Q4 Tell us how the change will affect the project.

help

Q5 Tell us what impact the change will have on the people your project benefits. help

3
Notification of changes to your project form
Q6 Changes to the grant budget. help
Tell us which budget lines will be affected by the change. If the change you are requesting will
reschedule the grant between years you must complete a line for each year affected. Please
refer to the budget lines in your original application form, eg ‘Rent’ or ‘Recruitment and other
associated costs’.

Details of change Project year Current Proposed Change

budget £ spend £ + or - £

Q7 Changes to total amount of grant awarded. help

If the change results in an overall underspend or overspend in the total amount of our grant
for this year or your total project budget for this year please explain how you will manage this.

4
Notification of changes to your project form
Q8 Main contact details
Contact name and position held in the organisation

Contact phone number

Day Evening

Q9 Signature of office bearers

Contact name and position held in the organisation

Signature Date

Q10 Signature of parent organisation (for dependent branches only)

Contact name and position held in the organisation

Signature Date

For Community Fund use only

All change within limits Yes No

If no, grant holder notified Yes No

Details entered on system Yes No

Comments

Name Position

Signature Date
Notification of changes to your project form
Helpnotes
Please answer all questions on the form. If
you need to provide supporting documents
please send them with the form.
If you do not have enough space to answer
our questions, please use a separate sheet.
Make sure you write your Unique Reference
Number and organisation name on any
separate sheets and ensure they are initialled
by the person who signs the form at Q9
and Q10.
The grant holder is responsible for managing the
project and ensuring the project delivers the
agreed outcomes and benefits. We recognise that
sometimes it will be necessary to make changes
to project budgets and plans to ensure that
projects are successful. The grant holder is
usually best placed to decide what these
changes are and when they are necessary.
We need to be kept informed of changes to the
project to ensure we can account for our grant.
This form (and the Request for changes to your
project form) is how we keep track of and –
where appropriate – approve changes you wish to
make to how your project is delivered or how the
grant is spent.
Before completing this form check carefully that
this is the correct form for the type of change you
are planning. This form can only be used for the
changes described on the front page and in Q2
on page two of this form. If the change you are
making does not fall into one of these categories
you must not make the change without getting
our approval beforehand; otherwise you may
jeopardise the grant. You must follow
the procedures set out in the Request for
changes to your project form to get our approval.
General notes
• There is no limit to the number of Notification
of changes to your project forms or Request
for changes to your project forms that
6
you can submit in any given project year.
• you must inform us of all changes that take
place within the project year;
• we are unlikely to authorise any change that is
not in keeping with the original aims of the
project or that breaches the Standard terms
and conditions of grant;
• please photocopy a clean copy of this form
and use it as many times as required; and
• you must keep a copy of the completed form
for your records.
Q2 Tell us which of the following changes you
are making by ticking the relevant box.
If the change you are making does not fall into
one of these categories you must not make the
change without getting our approval beforehand;
otherwise you may jeopardise the grant. Read the
instructions for completing a Request for changes
to your project form included in your Grant offer
pack. If you do not have a copy of the Request for
changes to your project form, or if you are unsure
which form to use, contact your Grants Officer.
Q3 Tell us about the change you are making
Please provide details of the change you are
making. For example, £15,000 of the grant was
awarded for the administrator's salary but, due to
a delay in recruitment, the salaries budget line
now shows an underspend of £3,000 that you
would like to use to produce information.
Q4 Tell us how the change will affect
the project
Provide details of how the project will change. For
example, you have spoken to people currently
attending the project and you have identified that
you could increase awareness of the project if you
produce a set of leaflets and send them to local
organisations working with similar beneficiary
groups. Please note that if the change means you
Notification of changes to your project form
Helpnotes
continued
will change the type or amounts of the services or
facilities you agreed to provide with our grant
when we awarded the grant, you should use a
Request for changes to your project form.
Q5 Tell us what impact the change will have
on the people your project benefits
Will the changes involve a change in the type of
people your project benefits or an increase or
decrease in the number of beneficiaries? Can you
give any indication of likely change in numbers of
beneficiaries? Will the change affect the
difference you expect your project to make?
Please note that if the change means your project
will benefit different types of people from those
agreed with you when we made this grant, you
should use a Request for changes to your project
form. You should also use a Request for changes
to your project form if your project will have
different outcomes from those agreed with you
when we made this grant.
Q6 Changes to the grant budget
Please use the same budget lines as in your
original application.
Complete the table to tell us:
• which budget lines will change;
• which project year will be affected;
• what the agreed budget was before
the change;
• what the budget figure is after the
change; and
• the overall change in the budget line for the
relevant year(s).
If the change you are proposing means you will
spend less of our grant this year than originally
planned, you must either return the unspent
amount to us or use it in future years of your
project. We call this ‘rescheduling our grant’. If you
are rescheduling our grant, you must include
the budget lines that you will use the unspent
amounts for in future years.
If the change you are proposing means you will
spend more of our grant this year than originally
planned, you must reduce the amount of our grant
you will spend in a future project year. You should
show which budget lines will be reduced to
compensate for the overspend this year. The
total reduction in the future budget lines must be
the same as the amount you have overspent by
this year.
Q7 Changes to total amount of grant awarded
If the change you are proposing will result in:
• a reduction or increase in the amount of our
grant that you will use this year;
• an increase in project costs that will recur in
future years of your project (eg rent,
salaries); or
• a decrease in the amount available in future
project years to cover budget lines that you
need to cover
you must tell us how you will manage this.
You should note that we cannot increase our
grant and that we may wish to seek to recover
or withdraw any unspent grant funds if the
change results in an underspend in total grant
or project expenditure.
You must be able to account for all grant
money received from the Community Fund
should we ask you to. Please use the same
budget line headings as in your original
application.
It is your responsibility to ensure that the
value of the changes you are proposing,
including the value of any other changes
already agreed with you in this project year,
does not exceed the limits explained on page
one of this form.
7
Published by Community Fund, September 2002.
Printed by C&R Printing
Community Fund is the operating name of the
National Lottery Charitites Board. 009