No-cost extension

No-cost extension under expanded authority

Some federal sponsors have delegated the responsibility for approving no-cost extensions for grants to the institution under Expanded Authorities. NSF, NIH, ARO, AFOSR, NEA, NEH, DOE and DoED allow an institution to internally approve a one-time request to extend the end date of the project period up to an additional 12 months, unless otherwise noted in the award terms and conditions. OSP will forward the appropriate notification to the sponsor. A letter or notice will need to be submitted to the sponsor which notifies them that the extension has been granted and documents the justification for the extension approval.

What is the process?

For a one-time no cost extension the fund manager and/or post award administrator will be working closely with the PI during the 90 day close out process. It is at this time that the determination that a one-time no cost extension is warranted. A no-cost extension may be requested by the Principal Investigator when all three of the following conditions are met:

• The end of the project period is approaching, AND
• There is a programmatic need to continue the research, AND
• There are sufficient funds remaining to cover the extended effort

The PI and fund manager and/or post award administrator will work together to provide the proper documentation for the award file, once the documentation has been compiled the award end date will be extended within the PeopleSoft Financial System. The OSP will notify the agency that the end date has been extended.

No-cost extensions not subject to expanded authority

Where expanded authority does not apply, the award terms and conditions should be closely evaluated to determine if no-cost extensions are allowable and whether or not the sponsor requires prior approval for a no-cost extension.

What is the process?

If there are no special terms and conditions that restrict no-cost extensions, the PI and grant and contract administrator and/or grant and contract coordinator will work together to prepare a request that follows NAU and sponsor guidelines.

• For requests that require prior approval from the sponsor, the PI will submit a request to the OSP and work with a grant and contract administrator and/or grant and contract coordinator to obtain both NAU and sponsor required approvals and documentation. OSP will then submit a formal request to the sponsor for approval.
• For requests that do not require prior approval from the sponsor, the PI will submit a request to the OSP and work with a grant and contract administrator and/or grant and contract coordinator to obtain NAU required internal authorization and documentation to submit to the AOR for approval.

Related NAU policies and procedures

• Prior Approvals – OSP UG Comprehensive Guide – A guide for federal awards and selected funding increments (incorporating the Uniform Guidance) with award dates of December 26, 2014 or later.
• Sponsored Project Action Request (SPAR) Form– The PI may “cut & paste” the budget reallocation section from this form and send the request via an email.