ATTACHMENT E

INSTRUCTIONS FOR LINE ITEM CHANGE REQUESTS

A Few Reminders:

•	Due to changes to DPH POS policy, ALL requested budget line item changes must be reviewed and approved in writing by your DPH program representative.  Upon programmatic approval, your Agency’s request will be forwarded to the POS Office where the desired changes will be incorporated into the current contract budget. 
 
•	These edits are now considered “line item changes” and each individual request will be assigned a new suffix following the contract ID number (e.g. 22062802000-01).

•	Your proposed line item changes should not modify the maximum obligation or the current year maximum obligation of this contract.

•	Please refer to the last monthly expenditure report submitted for this contract to verify remaining balances on individual lines.  QUESTIONS CONCERNING THESE BALANCES SHOULD BE DIRECTED TO DPH’S ACCOUNTING OFFICE AT (617) 624-5820.

•	The revised reimbursable amount for each line MUST EQUAL OR EXCEED the amount billed to date.  Change requests that do not meet this standard will not be processed.   

•	Line item change requests that are made to accommodate the acquisition of new capital items may only be made through a formal amendment.  THIS LINE ITEM PROCESS MAY NOT BE USED FOR SUCH REQUESTS.  For more information regarding the Capital Items Procurement Policy, visit the web site at: 

How to Initiate the Process:

•	For ALL line item change requests, regardless of size, send a written request on your agency’s letterhead with a detailed justification, along with a proposed revised line item budget, to your DPH program representative.    

•	The proposed line item budget (Budget Form Attachment 3), need only show those line items that are being increased or decreased, using columns labeled “Original, “Amended Change” and “New”.

•	Note that if the line items subject to change contain offsetting revenues, these offsets must continue to be accounted for.  Any desired changes to offsetting revenues that result in either an increase or a decrease to the maximum obligation MUST be made through a formal amendment to the contract.

•	The narrative should include:

1.	The contract I.D.; 
2.	The name and phone number of the person making the change request;
3.	Whether the proposed line item changes are meant to apply to the current year   
	ONLY or to all remaining years of the contract (if this is not indicated, the change
	Will apply to the current year ONLY);