We are closely monitoring developments. Please visit our webpage often for the latest updates about impacts on research. Last updated Nov 13th.
Learn moreThe Office of grants and Contracts is continuing to encounter inconsistencies in the process of submitting first-time No-Cost Extension (NCE) requests. While some requests are still being accepted through ERA Commons using the previous, less rigorous method, others are being processed under the more demanding second NCE protocol, requiring additional documentation and approvals. Please use the next tab “Non-NIH Extension & 2nd NIH Extensions” for more information.
Due to this variability, it is strongly recommended that you coordinate closely with your post-award administrators to ensure if the award is available to submit via the link or we need to submit it as a 2nd. For those planning to submit an NCE request, direct inquiries can be sent to [email protected]for guidance and support.
Specific projects may allow for the final budget period to be extended for a specific period of time depending on the sponsor guidelines. Such an action affirms that additional work remains to be completed on the project and that resources are available to continue to support the project, or that additional time is needed to provide for an orderly closeout. The fact that funds remain at the expiration of the grant is not, in itself, sufficient justification for an extension without additional funds. Conditions of these requests cannot not require additional funds to be obligated by the sponsor and the project's originally approved scope cannot not change.
The first no-cost extension for NIH grants may be approved by the institution unless otherwise stated in the Notice of Award. NCEs approved by the institution must be submitted by the OGC Signing Official (SO) between 90 and 10 calendar days prior to the end of the project period. The request must be sent by email to [email protected] and must be sent by the PI. An email that contains all of the required information sent by the Department Administrator followed by an email of concurrence from the PI is also acceptable.
Notes:
Please allow up to 5 business days for OGC to complete these requests. This process involves the coordination of several departments to complete and submit to the sponsor.
Grants and Contracts will require approval from the sponsor for all no-cost extensions unless the award terms specifically state that a no-cost extension may be granted by the institution without prior approval.
All extension requests must be made by the PI, regardless of format. No change will be made to an account until Grants and Contracts has documentation that the PI is aware of the requested revisions to their project.
If the request is not sent within the 90 and 10 calendar day window of the project period end date, the approval cannot be submitted through eRA Commons, and the NIH grants management specialist may require additional paperwork (e.g. written justification, detailed budget for unobligated balance) to process the extension. The PI should include a note in the body of their email noting the request is time sensitive if the project period end date is within 5 business days of the 10 calendar day cutoff for submission via eRA Commons
Applies to NIH Second and Subsequent Requests & Other Non-NIH NCE Requests -
All second and subsequent NIH NCE requests must be submitted through eRA Commons by the institution SO (as of 06/08/2017). Only the SO can initiate a second or subsequent NCE request in eRA Commons. All other sponsor requirements vary by the sponsor terms and conditions of those awards and should be reviewed prior to creating/submitting a NCE request. As a general rule most sponsors typically follow the NIH guidelines listed below.
NCE Request NIH 2nd Request - Written Approval Flowchart
The request must be submitted to the sponsor by the SO between 90 and at least 30 calendar days prior to the end date of the current extension or budget period to prevent a possible disruption in spending.
Note: Non-NIH requests can generally be submitted in one document in a memo format including the information listed below. The sponsor should be consulted for instructions when NCE request guidelines are not clear. NIH submissions must be submitted as 3 separate documents so they can be submitted through eRA Commons.
Notes:
For non-NIH written requests, requirements can vary by sponsor. Please check the award terms and conditions for deadlines and instructions
Please allow up to 5 business days for OGC to complete the review of the request. This process involves the coordination of several departments working together to complete and submit
The written NCE request process typically takes no more than 30 calendar days from receipt of the request for the applicable sponsor to make a decision
Notification of approval is typically received via email and is necessary to update the project period in our systems
To request the additional time, the PI must log into his/her FastLane account and fill out a Grantee Approved No Cost Extension Notification/Request form. Once complete, the form must be submitted electronically to the SPO (also known as the SO) for review and approval.
The approved notification must be submitted through FastLane by the SPO at least 10 calendar days prior to the project end date.
NCE Request NSF FastLane 1st Request Flowchart
Notes:
Please allow up to 5 business days to complete. This process involves the coordination of several departments working together to complete and submit.
If submitted right at 5 business days or less to the 10 day prior to the end date deadline, an email notification from the PI should be sent to notify the SPO of the time sensitivity. Waiting right until 10 days prior to the end of the final budget period will likely result in having to submit an NSF Approved No Cost Extension Request form which requires NSF approval and can take longer for a decision. See instructions - NSF Second Extension
An email notification to [email protected] from the department staff in addition to the automated FastLane email is very helpful in expediting processing. The email should contain the PI name, proposal number, project number, and current project end date
Grantee Approved No Cost Extension Notification/Requests are approved by the SPO and do require a response from NSF
FastLane will not allow the submission of a no-cost extension notification or request if NSF's financial records show a zero balance for the award
To request an additional extension period, the PI must log into his/her FastLane account and fill out an NSF Approved No Cost Extension Request form. Once complete, the form must be submitted electronically to the SPO (also known as SO) for review and approval.
The approved notification must be submitted through FastLane by the SPO at least 45 calendar days prior to the project period end date.
NCE Request NSF Approved Flowchart
Notes:
Please allow up to 5 business days to complete. This process involves the coordination of several departments working together to complete and submit.
An email notification to [email protected] from the department staff in addition to the automated FastLane email is very helpful in expediting processing of these requests. The email should contain the PI name, proposal number, project number, and current project end date.
NSF Approved No Cost Extension Requests require review and approval by NSF. The approval process can take up to 45 calendar days.
FastLane will not allow for the submission of a no-cost extension notification or request if NSF's financial records show a zero balance for the award
