---
title: "Prior Approval for Expenses and Budget Modifications"
slug: "prior-approval"
updated: 2026-08-28T16:05:56Z
published: 2026-08-28T16:05:56Z
canonical: "docs.bcyfund.org/prior-approval"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://docs.bcyfund.org/llms.txt
> Use this file to discover all available pages before exploring further.

# Prior Approval for Expenses and Budget Modifications

Grantees must obtain prior written approval from BCYF before:

- Purchasing any single equipment item with a unit cost of **$1,000 or more**.
- Incurring **international travel expenses**.

**Budget modifications are not required.** However, when an organization plans to spend significantly more or less than budgeted within a budget category, or is uncertain whether a proposed expense is allowable, submitting a Budget Modification Request is strongly encouraged. Receiving guidance before making a purchase helps ensure expenses are allowable and reduces the likelihood that expenses will be rejected after the fact.

A BCYF Grant Expense Review & Prior Approval Request can be submitted [here](https://forms.bcyfund.org/261954057995069). Once submitted, please allow up to **5 business days** for a response.

| Approval confirms only that: - The proposed expense aligns with the approved grant scope and programmatic needs. - The expense appears to be an allowable use of grant funds. - For equipment purchases, the equipment will be used solely for programmatic purposes and not for personal use. - For international travel, the travel supports grant-funded activities and is appropriate for the proposed program objectives. Prior approval confirms that the proposed purchase is eligible to proceed, but it does not guarantee final approval of the expense. All expenses remain subject to standard financial review and documentation requirements when submitted. |
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