Administrative supplements: What’s allowable and what’s out of bounds

What does “scope of work” mean?

The term “scope of work” refers to the aims, objectives, and purposes of an award. This includes the award’s methodology, approach, analyses or other activities, as well as the tools, technologies, and timeframes needed to meet the award’s objectives. It also includes the original application’s research or training plan, along with any approved modifications.

Requests to expand the scope of work (often simplified to “scope”) must be peer reviewed, while administrative supplements are not peer reviewed. This is why it’s important to avoid confusing your administrative supplement request with something that is beyond or expanding the scope of the original application. Read on to learn more about the rules for administrative supplements, including when an award might be eligible, and alternative options that may be a better fit for your needs.

When can administrative supplements be used?

Administrative supplements are designed to be used for an increase in costs that occur due to unforeseen circumstances. Costs must be within the scope of the original peer-reviewed and approved project, but do not require further peer review. Examples of allowable uses include but are not limited to:

• Replacing broken equipment necessary for research
• Replacing obsolete technology that is no longer available
• Closing out a study

If your situation fits the criteria for applying for an administrative supplement, be sure to keep in mind that supplements may not provide support above the established dollar limits (activity code caps) for the parent award unless specified in the notice of funding opportunity (NOFO).

When are administrative supplements not approved?

It’s often the case that as research projects progress, intriguing new opportunities might emerge due to innovative technologies, additional data sources, or collaborative opportunities. However, if beyond the scope of the original grant, these would not quality for an administrative supplement. Here are some common situations that are often confused as appropriate for administrative supplements but may be considered a change in scope:

• Application of a new technology, such as a switch to a different type of lab test
• Addition of or expansion of human subjects
• Addition of or expansion of animal models
• Shift of the research emphasis from one disease area to another
• Use of a new technology

Finally, keep in mind the timing of your request: It must be within the original timeline of the award and not during a no-cost extension .

Alternatives to administrative supplements

If an administrative supplement isn’t right for you, what other options do you have? Some common alternatives include using existing award funds (get approval from your program officer); waiting and including the request as part of a renewal application; or applying your idea to a new grant, often an R21 or R03 award.

You might also explore a competitive revision, which refers to a request for more funds during the current project period to support new or additional activities that were not identified in the current award. Competitive revisions require peer review since they reflect an expansion of the scope of the grant-approved activities. Always check the NOFO instructions to determine if revisions are allowable.

Reach out to your program official with questions

We understand these rules can be confusing, but it’s crucial to maintain integrity of peer review. You can find full details on NIA’s administrative supplements policies on our Research Grant Mechanisms page . Your program officer is your best source for answers to questions about requesting additional funds for your awards and may be able to suggest alternative approaches. We hope this blog is a helpful resource, but if you still have questions, leave a comment below.

Applications Budget, Paylines, and Funding Policy Review 2024-11-14T00:00:00Z