No-Cost Extensions

A no cost extension is an extension of the period of performance for an award, without additional funding from the agency/sponsor.

1. Extensions require a scientific rationale

2. The work on the project is not yet complete.

3. All no cost extension requests must come to URA for endorsement before being forwarded to the agency/sponsor

4. A no cost extension must be requested in advance of the end date of an award-30 days in advance is recommended as a best practice, and remember to leave 3 – 5 days for URA to handle the request

5. All original terms of the award remain in effect during a no cost extension period

  • PI effort continues, demonstrated by sufficient funds available [Note: please follow division/unit requirements regarding approval of cost share commitments]. If the effort level is changing from the current committed level, an explanation may be needed [please follow agency/sponsor guidelines regarding effort changes].
  • All certifications and assurances must be up to date
  • All protocols must be up to date and active during the no cost extension period

6. Funds must be available to cover costs during the no cost extension period 

  • Note: some agencies/sponsors, such as NSF, will not extend an award that contains a zero balance

7. Extensions may not be exercised merely for the purpose of using unobligated balances

8. Requests for extension should be prepared on unit/department letterhead

9. Always check agency guidelines and the terms of the Agreement for specific instructions

10. Users of Commons, FastLane, Space Telescope (STSCI and other electronic systems submit Concurrence Request; extension will be processed through system as required (Note: no-cost extensions for Supplements cannot be submitted through Commons).

Federal Awards

Grantee-authorized extensions -- Federal awarding agencies are authorized, at their option, to waive administrative ‘prior written approvals’ for certain actions, including a grantee-initiated one-time extension of the expiration date of the award for up to 12 months. For one-time extensions, the grantee must notify the Federal awarding agency in writing with the supporting reasons and revised expiration date at least 10 days prior to the expiration date specified in the award (remember to leave 3-5 days for URA to handle request). This one-time extension may not be exercised merely for the purpose of using unobligated balances. Such grantee-authorized extensions are handled via the Commons for NIH awards and via FastLane for NSF awards.

Requirements For Grantee-Authorized:

  • A scientific rationale for the extension request
  • The Unit/Department Administrator should exercise due diligence to assure that sufficient funds are available to achieve the scientific aims and complete the work of the project by the end of the extension period (see agency/sponsor guidelines—some sponsors will not accept extension notifications or requests if no funds remain on the project, e.g., NSF).
  • Note: always be guided by division/unit requirements regarding approval for cost sharing
  • PI’s commitment to continue current committed level of effort (Note: a request for ‘Change in Effort’ must be made to the agency/sponsor if the PI’s effort will change from current committed effort by more than 25%; refer to agency/sponsor guidelines as requirements may vary)
  • Department Administrator must include the new project end date (this may be included in ‘NOTES’ section of the Concurrence Memo)

Agency-approved extension requests— Agency approval is required for any extension beyond the first extension and for any award whose terms state that agency approval is required for an extension. See the sample letter for no cost extension request below.

Requirements For Agency-Approved Extension Requests (In addition to “Requirements for Grantee-Authorized” requests above)

  • PI’s commitment to continue current committed level of effort (Note: a request for ‘Change in Effort’ must be made to the agency/sponsor if the PI’s effort will change from current committed effort by more than 25%; refer to agency/sponsor guidelines as requirements may vary)
  • Department Administrator must include the new project end date (this may be included in ‘NOTES’ section of the Concurrence Memo)
  • Letter from PI to the agency/sponsor citing the new proposed end date and scientific rationale for extension
  • Letter should include information on funds available to achieve the scientific rationale for the extension. If required by agency/sponsor, additional information may be provided.
  • The Unit/Department Administrator should exercise due diligence to assure any balance information cited in the letter of request is accurate according to the records of the University

Non-Federal Awards

Sponsor guidelines should be followed. Contact URA with any questions you may have about sponsor requirements. See Concurrence Requests for the University-required documentation.

Sample letters

Reminder: all letters must be endorsed by URA prior to being sent to the sponsor, and remember to leave 3 – 5 days for URA review, comment and endorsement.

  • no cost extension request where the award agreement contains a specific performance period and requires approval. If approval is required, approval must be received. (WORD)
  • no cost extension request where the award agreement does not contain a specific performance period and/or terms. (WORD)
  • follow-up notification if extension request has not received a response within 60 days. Check with your URA Manager to confirm this letter is appropriate. (WORD)

Reminder: all letters must be endorsed by URA prior to being sent to the sponsor, and remember to leave 3 – 5 days for URA review, comment and endorsement.