Process for Requesting a MnDOT/U of M Contract Amendment
-Principal Investigator InstructionsLast updated: 12/24/2013
1. Initiate the process to request a contract amendment as soon as you realize an amendment is
needed, but no later than eight weeks prior to the contract expiration date. Examples of when an
amendment is necessary include: time extensions, scope or work changes, task completion date
alterations, budget revisions or transitions in principal or co-investigator(s). Changes in contract
amendment requests are due to Sponsored Projects Administration (SPA) at least six weeks before the
contract expiration date (need to allow at least two weeks for TL and PC approval).
2. Compose a letter using the attached letter template. This template includes information required by
MnDOT and SPA.
3. Prior to signing the letter, send it via email to the Project Coordinator (PC) and Technical Liaison
(TL) to obtain their approval on the amendment request. Copy Brenda Thomas
(bkthomas@umn.edu) on this email.
4. After receiving approval from the PC and TL, mark the checkbox indicating this. Sign the letter and
obtain signature from your department head.
5. Route a Proposal Routing Form (PRF) if you are requesting additional budget or a change in Principal
Investigator (PI).
6. Send the letter as an email attachment to your department’s grant administrator at Sponsored Projects
Administration (SPA). If you are unsure of your department’s grant administrator, contact Brenda
Thomas. If your amendment requires a PRF, please also send the letter to proposal@umn.edu.
Request that SPA sign the letter and email the request to debbie.sinclair@state.mn.us and copy Brenda
Thomas. Do NOT send the letter directly to Debbie Sinclair, MnDOT Research Services & Library. If
you have questions, you may reach her at 651-366-3769.
NOTE: Before the request is submitted to SPA, check that the request is fully-signed, the PRF is
attached (when appropriate) and the box indicating you have received PC and TL approval is checked.
7. Debbie Sinclair will review each request and determine if a formal amendment is needed.

If a formal amendment is not needed, an Amendment Request Form is still required to be
completed and returned.

If a formal amendment is needed, the letter will be signed and MnDOT will generate an
amendment to the work order contract. After the amendment is fully executed by SPA and the
state, SPA will make the appropriate changes in the University's financial system.
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(IMPORTANT: REVIEW AND DELETE INSTRUCTIONS ON THE PREVIOUS PAGE PRIOR TO
COMPLETING THIS LETTER.)
Date
Debbie Sinclair
Acting Finance and Contracts Manager
Research Services & Library
Minnesota Department of Transportation
395 John Ireland Blvd., M.S. 330
St. Paul, MN 55155-1899
debbie.sinclair@state.mn.us
RE: Project Title:__________
Contract Number: _______ Work Order Number: _________
University of Minnesota EFS Chart String: ______
Dear Ms. Sinclair:
Please consider my request for an amendment to the contract work order referenced above. Detailed information
related to this request is as follows:
Please check all boxes that apply for this request. Add text for each box that you have checked. Refer to the
current signed contract work order when filling out this request.
Amendment for time extension OR change in task schedule.
NOTE: The minimum extension duration is six months for all time extension amendments. An end date
should reflect four months needed at the end of the project to review and edit the final report.
1. Requested revised end date (if applicable): __________
2. Project schedule amended as follows in the table below. NOTE: Include all tasks even if completed
with any revised task begin and end dates.
Task
Original
Start Date
Revised
Start Date
Original
End Date
Revised
End Date
1
2
3
4
5
6
7
3. Provide a justification for schedule change and/or reason the project could not be completed by
original end date: _______________
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Amendment for budget change (additional budget or re-budgeted costs).
Include a Revised Budget and Revised Budget by Task, including any new tasks as appropriate, in the
same format as in Attachment B of the original contract. NOTE: A Proposal Routing Form (PRF) must
be routed to obtain appropriate U of M approval when additional funding is being requested.
Amendment for contract scope or work plan language change.
Please specify what section of the work plan will be amended, the scope or contract language change
you are requesting, and what effect it has on the project schedule.
Approval for change in Principal Investigator or Co-Investigator.
A work order amendment is not needed for a change in Principal Investigator or Co-Investigator.
However, this letter should be used to document department head, Sponsored Project Administration,
and MnDOT approval, as well as indicate that you have obtained TL and PC approval prior to
requesting the change. In addition, a Proposal Routing Form (PRF) must be routed to obtain appropriate
U of M approval for a change in Principal Investigator or Co-Investigator.
Name of New Principal Investigator: ___________
Name of New Co-Investigator: ______________
NOTE: Prior to signing the letter, send it via email to the Project Coordinator (PC) and Technical Liaison
(TL) to obtain their approval on the amendment request. The PC will also forward the letter via email to the
TL to request a timely approval.
I have sent this form to the PC and TL (or Project Manager) and they approved this amendment
request prior to obtaining signatures from the Department Head and SPA.
Thank you for your consideration of this request.
Sincerely,
___________________
PI Name
Principal Investigator
_______________________
Department Head Name
Department Head
______________________________
Authorized Representative Name
Sponsored Projects Administration
If requesting a change in PI or Co-Investigator:
__________________
New PI or Co-Investigator Name
New PI or Co-Investigator
The amendment request outlined above is hereby approved.
______________________________________________________
Authorized Representative Name
Date
Minnesota Department of Transportation
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