G-52

CHAPTER 4-220

AMENDMENTS AND POST-AWARD CHANGES FOR AN AML GRANT

4-220-00 What does this chapter do?

4-220-10 Where do these requirements come from?

4-220-20 How can you request changes to a grant?

4-220-30 What changes require a formal grant amendment?

4-220-40 What is the process for a grant amendment?

4-220-50 What changes must we approve in a letter?

4-220-60 How do you make all other changes?

4-220-00 What does this chapter do?

This chapter explains policy and procedures used by us, the Office of Surface Mining 

Reclamation and Enforcement (OSMRE), for Abandoned Mine Land (AML) grant amendments. 

It explains which changes to grants require our prior approval, either in a formal grant 

amendment or in a letter. This information applies to all your AML grants and cooperative 

agreements if your state or tribe has not certified that you have completed coal reclamation. If 

your AML program has certified, see Chapter 4-300 for guidance on amendments.

4-220-10 Where do these requirements come from?

Requirements for changing the terms of a grant come from the Uniform Administrative 

Requirements, Cost Principles, and Audit Requirements for Federal Awards, at 2 CFR 200, 

subpart D. 

4-220-20 How can you request changes to a grant?

A. If your change requires our prior written approval, you must apply for and receive our 

approval before you make the change or obligate any funds. If you incur any costs before 

we approve the change, the costs may not be allowed.

B. We will not approve any request for a change to an agreement (including a time 

extension, funding increase, or changes in the subaccounts) which we receive after the 

scheduled end of the performance period. We will only make an exception if there are 

unforeseen circumstances not under your direct control, and if you justify these 

extenuating circumstances to the satisfaction of the authorized official in our awarding 

office.

C. We should receive requests to extend the performance period of your grant at least 30 

days before the date it is scheduled to end. Normally we will approve only one extension 

of the performance period and we will not extend the time for more than one year. We 

will only make an exception if you justify the special or unusual circumstances to our 

satisfaction. 
G-53

4-220-30 What changes require a formal grant amendment?

We must approve the following changes to your AML grant in a formal amendment document: 

A. Extend the performance period.

B. Add more funds to the grant.

C. Deobligate unneeded funds.

D. Add a new subaccount to the grant.

E. Transfer funds from one subaccount to another.

4-220-40 What is the process for a grant amendment?

A. Either you or we may initiate a grant amendment. However, we must both agree on the 

amendment terms. 

B. You should make multiple changes by a single amendment whenever possible.

C. You must submit an amendment application using by e-mail or by regular mail. The 

amendment application must include the following.

1. Signed or approved Form SF 424, identifying the type of change you are 

requesting in item 8.

2. A narrative explanation and justification for the requested change. You may use 

the optional OSMRE 51 form, or your transmittal letter or any other format.

3. If your request will change the budget or the subaccounts, provide revised budget 

information. You may use the optional OSMRE 49 form or any alternative 

format showing the proposed subaccounts and amounts.

D. We will process AML amendments, except emergency funding, using the same steps as 

new grants that are outlined in Chapter 4-210. However, we will approve or disapprove 

your complete amendment request within 30 days of receiving it. We will only notify the 

Office of Communications for Congressional and public announcement if the amendment 

increases the grant funding by more than $100,000.

E. We will process amendments for additional emergency funding as quickly as possible 

using accelerated review and approval procedures. We recognize that it is important not 

to delay abatement of an emergency hazard. 
G-54

F. The amendment takes effect when the authorized official in our awarding office approves 

it in our electronic grant system. The amendment applies to the entire grant performance 

period unless otherwise stated. The approved amendment becomes part of the original 

agreement. 

G. Amendments closing out the administrative subaccount of your AML grant also require 

submittal of all required closeout reports, including financial and performance reports and 

property inventories. See Chapter 4-230 for information on financial and performance 

reports, and Chapter 4-240 for information on closing out an AML subaccount.

H. We will notify you when we have approved the amendment action and we will send you 

the appropriate documentation.

4-220-50 What changes must we approve in a letter?

You are required you to get our prior written approval for some changes which do not require 

formal grant amendments. You must request these changes, and we will approve them, in 

writing with a letter or e-mail. The following changes require our written approval.

A. OMB Cost principles found in 2 CFR Part 200 Subpart E, state that some cost items are 

allowable only if you have our prior approval. 

B. Significant changes in the scope of your program may require our written approval. For 

example, subgranting major activities of your program to another entity would require 

our approval. However, changes such as reorganizations or new administrative systems 

would not require our approval.

4-220-60 How do you make all other changes?

A. You may make all other changes without our approval. However, you must notify us in 

writing of the change.

B. You do not need our approval for changes to a specific AML construction project which 

fits the broad scope or objectives of an AML project costs subaccount unless you need 

additional funding for the subaccount. However, you may need to revise and resubmit 

the environmental compliance (NEPA) and Authorization to Proceed (ATP) documents 

for the project. See Chapter 4-170 for the ATP process and OSMRE REG-1, Handbook 

on Procedures for Implementing the National Environmental Policy Act (NEPA 

Handbook) (Revised 2019) for more information on the NEPA process.