Ohio University

No Cost Extension - K05

When a project cannot be completed within the specified project period, many sponsors will allow the project to be extended. This is referred to as a no-cost extension (NCE).  A NCE extends the original project period, allowing the completion of project aims without additional funds being provided by the sponsor. There must be a scientific, project-related reason to extend the project end date. Extensions may not be obtained for the sole purpose of spending remaining funds.


This procedure applies to all sponsored projects subject to OU Policy 19.045 Administering External Grants and Contracts set up as separate accounts in the OHIO Financial Management System (FMS).


To ensure compliance with the Uniform Guide 2 CFR 200.308(d)(2) Revision of budget and program plans, no cost extensions, this procedure documents the steps necessary to initiate a one-time extension of the period of performance by up to 12 months unless one or more of the conditions outlined in paragraphs (d)(2)(i) through (iii) of this section apply. For one-time extensions, the recipient must notify the Federal awarding agency in writing with the supporting reasons and revised period of performance at least 10 calendar days before the end of the period of performance specified in the Federal Award. This on-time extension may not be exercised merely for the purpose of using unobligated balances. Extensions require explicit prior Federal awarding agency approval when:

  • The terms and conditions of the Federal award prohibit the extension.
  • The extension requires additional Federal funds.
  • The extension involves any change in the approved objectives or scope of the project.
  • Some non-federal sponsors provide terms and conditions that allow extensions upon request.

How to request a NCE:

Review terms and condition of award to determine if a one-time extension of the period is authorized.

Secure prior approval from the sponsor, when required.

Initiate an Administrative Transaction in LEO.

Attach prior approval documentation in LEO.

Route request for approval.

ORSP will review for completeness and route to Grants Accounting.

Grants Accounting will update the Financial Management System (FMS).

All parties will receive an email from LEO when the transaction is complete.

Other No-Cost Extension Requests

In general, most sponsors will entertain the possibility of extending a project, provided their source of funds can accommodate the revised period of performance. You need to provide the justification for the need for additional time via e-mail to your sponsored programs manager and the request will be prepared and submitted in accordance with the specific instructions provided by the sponsor in the award document. If not addressed in the award document, the sponsored programs manager will obtain instructions and implement as appropriate.

Extension With Additional Cost

It is possible that you may have the need to request an extension to a project which would require supplemental financial support. If this occurs, the first thing you should do is discuss the technical issues with your technical liaison at the sponsoring agency. You should ask for advice and counsel about the best way to proceed. If you are advised to make a supplemental request for additional support – contact your sponsored programs manager to begin to develop a supplemental proposal and budget. A new transmittal form will be required for this action. ( LEO ).


To schedule training or seek assistance, contact the ORSP Service Center at orsp@ohio.edu or call 740.597.6777 (ORSP).


OWNER: PI/Co-PI

CONTRIBUTOR: CFAO/BUM, ORSP, Grants Accounting

APPROVER: PI/Co-PI, Department Chair, Dean, Center Director


References

OMB 2 CFR 200.308(d)(2) Revision of budget and program plans, one-time extension


NSF FastLane Instructions for the PI: 12-Month No-Cost Extension Notification

Log in to the NSF FastLane module, select "Awards and Reporting Function", then select "notifications and requests" and in the “prepare new” area, select your award number (three letters followed by a space and seven numbers) and then go the "notification" feature and select. Paste or type in your justification for the need for additional time (not just having funds left - focus on tasks which remain and time needed). And finally submit to SRO for review - that will get it to your post award manager who will either approve the justification and submit to NSF or return the justification to you for modification and resubmission. These notifications should be processed between 45 and 60 days prior to the scheduled end date of the award period. You will not receive an amendment to your grant award as a result of this notification process. Your sponsored programs manager will update the university records and you will be copied on the electronic transaction.

NSF FastLane Instructions for the PI: Second No-Cost Extension Request

NSF second requests must also be submitted using the notifications/request module in Fastlane. The difference between a "notice" to take a grantee approved extension and a "request" to ask the sponsor for additional time is the level of justification needed.
For a second request you follow the above instructions for a 12-month no cost extension – except for selecting “request” instead of “notification”. Further, your justification needs to include not only the reason for delays, but also a detailed discussion of remaining funds and how these funds will support the remaining tasks – in order to meet the original goals and objectives set forth in the proposal. Please include a concise work plan for the tasks which remain and justify the need for additional time and demonstrate the ability to complete without additional cost. These requests should be submitted between 45 and 60 days prior to the end date of the project. You will receive an amendment to the grant specifying a new expiration date and should not make new commitments after the original expiration date until you have received notice of the extension approval.

NIH Commons Instructions for the PI: 12-Month No Cost Extension Notification

To activate a grantee approved no-cost extension for an eligible NIH award, simply e-mail your sponsored programs manager and provide a justification for the need for additional time. This request should occur 30-60 days prior to the end date of the period of performance. You will need to provide the increment of time needed (3, 6, 9 or 12 months) in this request. Your post award manager will process the notification to NIH through the COMMONS site for you. We suggest you request the maximum time available – unless you are absolutely sure you can make the new end date. Even if you have anticipated continuing funding – you can request more time than necessary and then end earlier should you receive notice of the new award. You cannot have two awards active at the same time.

NIH Commons Instructions for the PI: Second No-Cost Extensions Instructions for the PI

This process is not available through the COMMONS site at this time, and is therefore managed via e-mail with the grants management specialist assigned to your project. The process is similar to the above COMMONS instructions – but instead of using COMMONS, your sponsored programs manager communicates your specific needs via e-mail to NIH. You will need to provide greater detail in this request for additional time. Your justification needs to include not only the reason for delays, but also a detailed discussion of remaining funds and how these funds will support the remaining tasks – in order to meet the original goals and objectives set forth in the proposal. Please include a concise work plan for the tasks which remain and justify the need for additional time and demonstrate the ability to complete them without additional cost.