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a. The Grantee must make a formal request to amend the budget. Such a request can be made through e-mail or on company letterhead. The request should explain why the budget amendment is being made and provide a detailed explanation of the changes being requested by line item. b. Attached to the request should be an updated budget and budget narrative with changes highlighted in the budget narrative and three columns used in the updated budget (e.g., Old budget, Change, New budget). The updated budget and budget narrative should include all the proposed changes requested by the Grantee. The Grantee will prepare the updated budget and budget narrative and submit it to the MPSC Grant Administrator. B. Preparation from Grant Administrator: a. The Grant Amendment is the official request to change contract terms. The Grant Amendment form should outline the proposed changes to the budget, and it should include a chart displaying the old and new budget category totals. b. The MPSC Grant Administrator will prepare the Grant Amendment form. The prepared form will be signed by a representative of the Grantee’s organization and the Director of DLARA’s Bureau of Finance and Administrative Services. The effective date on the Grant Amendment will be the date the Grantee requested the amendment. 7.8.4 GRANTEE EMPLOYEE TURNOVER When grantee experiences turnover or an extended absence in any MEAP-funded grant management/leadership role, notification to MEAP staff must be timely and include a succession plan. 7.8.4.1 GRANTEE EMPLOYEE TURNOVER – EXPECTED/PLANNED Grantee will notify MEAP Staff (assigned auditor, grant administrator, and MEAP Manager) as soon as possible, prior to the departure of the MEAP-funded staff member, including naming the replacement member. If a replacement is not in place prior to departure, grantee must identify a key contact during the interim. Once a replacement is hired, grantee must communicate the replacement as soon as possible, prior to their start date. Follow the steps in 7.8.1, 7.8.2 or 7.8.3 for requesting a budget amendment/revision. See Appendix W: Grantee Turnover Checklist 7.8.4.2 GRANTEE EMPLOYEE TURNOVER – UNEXPECTED/UNPLANNED If the vacancy is unexpected and/or unplanned, grantee will notify MEAP staff as soon as possible, but no later than two business days after the event. A key contact during the vacancy must be identified no later than five business days after the event. Once a replacement is hired, grantee must communicate the replacement as soon as possible, prior to their start date. Include the name, position, effective date, pay rate and expected hours per week. Follow the steps in 7.8.1, 7.8.2 or 7.8.3 for requesting a budget amendment/revision. See Appendix W: Grantee Turnover Checklist