IBED Instructions

Revising a Budget, Extending an End Date or Changing the PI

To revise the chartfield information on industry-sponsored projects, either clinical or nonclinical, requests may be submitted using the IBED (Investigator, Budget, End Date) Revision form listed below.

E-mail requests on which PI and department head are copied, and reply to confirm their approval, may be submitted in lieu of the IBED form. Such approval is necessary in order to revise a chartfield or to commit resources to a project beyond those committed previously (via PCF or MIRA).

Instructions for Completing the IBED (Investigator, Budget, End Date) Revision Form

download the excel documentDownload IBED Revision Form (Excel)

Complete each section in the spreadsheet as applicable.
Note: Completion of the section Project Identification is required for all requests. In the section Contacts and Signatures, PI and department head signatures are required for all requests. See below for details regarding the need for additional signatures.

  1. Chartfield Number – Enter the number of the chartfield that needs to be revised.
  2. Sponsor Name – Name of sponsor (also include previous name if changed during study).
  3. Study Title/Protocol – Include study title (in full, if possible, as provided on PCF or MIRA) and/or protocol number if applicable.
  4. Comments/Reason for Revision – Explain reason for requested change to investigator, budget, and/or end date. Attach additional information or use multiple lines as needed. Examples:
      “Sponsor sent revised budget amendment, attached.”
      “Enrolling xx additional patients at $zz per patient.”
      “Sponsor’s attached e-mail authorizes a no-cost extension.”
      “Original principal investigator has left UofL.”
  5. Account Code – PeopleSoft Financials allows uncategorized budgeting (account pool 500000) for clinical trials or other industry-sponsored projects on which the sponsor does not require line item budgets. If your sponsor requires line item budgets, you will need to use the following categories as applicable:
      190000 Capitalized Equipment ≥$5,000 per Item
      511000 Salaries
      512000 Fringe Benefits
      519000 Supplies and Expense
      520000 Scholarships/Tuition Remission
      535000 Travel
      577000 Facilities & Administrative Costs
  6. Current Budget Amount – Enter current budget in PeopleSoft at time of this IBED submission (original budget ± any previous revisions = current budget). Note: Please enter the budgeted amount, not the available balance.
  7. New Requested Budget Amount – Specify what the budget should be after the revision is made (current budget ± this revision = new requested budget). Note: This should reflect the requested budgeted amount, not the available balance.
  8. Difference – Do not complete. This field automatically calculates the amount of increase or decrease for each line.
  9. For departmental authorization to modify an end date, enter the current begin date, current end date, and new end date. Attach sponsor approval if applicable.
  10. For departmental authorization to change the principal investigator, enter current PI, new PI, percent collaboration for new PI, and percent effort for new PI. Enter effective date for PI change. Attach sponsor approval if applicable.
  11. Prepared by – Enter name of person filling out IBED form. Include contact information in case we need to contact you.
  12. UBM/CFM review – Contact information for unit business manager/financial administrator if your unit requires this review.
  13. Principal Investigator – Principal investigator/lead individual for study (Contact PI if multiple PIs). Note: Signature(s) of departmental authority at a higher level than the PI required.
  14. Unit Head – Complete if required for your unit approval and if the individual is different from department head.
  15. Department Head – Complete to indicate department head concurrence/approval of revision.
  16. Dean’s Office – Complete only if increase for chartfield or multiple chartfields by same PI exceeds $150,000.

Print hard copy of spreadsheet and route for appropriate signatures.

Send SIGNED form, either electronic or paper, to the office of chartfield origin:

      Clinical Contracts Division
      MedCenter One
      501 East Broadway, Suite 200
      Louisville, KY 40202-1798
      Clinical Contracts Service Account
      Phone 502.852.8359
      Fax 502.852.2590

      Office of Industry Engagement
      J.D. Nichols Campus for Innovation and Entrepreneurship
      300 E Market Street, Suite 300
      Louisville, KY 40202-1959
      Industry Engagement Service Account
      Phone 502.852.7253

      Upon receipt of signed IBED form and approval of sponsor and/or signed amendment to funding agreement, if required, Clinical Contracts or Industry Engagement will process the requested revision(s) within five to seven business days and send notification to PI, department contacts and Sponsored Programs Administration-Financial Division.

 

download the excel documentDownload IBED Revision Form (Excel)