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No-Cost Extension SOP

Lock icon: This link will not work for public visitors.Some links will work for NIAID staff only.

This standard operating procedure (SOP) includes the following sections: Purpose, Procedure, Contacts, and Links.

Purpose

To extend a grant's project period without additional funding.

Procedure

Under a no-cost extension, grantees can extend a grant's project period one time for up to 12 months if:

  • No term of award specifically prohibits doing so.
    • Note: no-cost extensions are part of the standard terms of award with a few exceptions, e.g., if grants management has to change the conditions for a particular award, which is rare.
  • Project’s originally approved scope will not change.

Grantees need NIAID's prior approval if any of the following situations apply:

  • They miss the deadline for a first extension.
  • They want additional no-cost extensions.

NIAID requires direct approval from the Grants Management Program director to extend grants more than two fiscal years beyond the final project period.

  • After five fiscal years, funds from a budget period return to the U.S. Treasury regardless of a project's status, without any opportunity to get the money back.
    • For example, if grantees have carryover funds remaining from the first year of their award, they will lose that money on the first day (October 1) of the sixth fiscal year after the initial award, even if they have a no-cost extension.

First Extension Requests

Follow the steps below.

Principal Investigators and Grantees

  • Ensure all required certifications and assurances are up to date, including approvals for human subjects assurances and animal welfare assurances.
  • In the eRA Commons, enter your no-cost extension before the last day of the final budget period.
    • NIH's IMPAC database updates your budget and project period end dates and notifies your grants management specialist.
    • If you miss the deadline, contact your grants management specialist to see if you can still take a no-cost extension.

Grants Management Specialists

  • Make sure extension requests comply with NIAID policy.
  • Verify that a grantee has updated all required certifications and assurances.
  • Complete late requests for no-cost extensions within 30 days of receiving all necessary documents.
  • See GMP's Lock icon: This link will not work for public visitors.No-Cost Extensions SOP for more information.

Subsequent Extension Requests

Follow the steps below for all extensions except your initial one. Note that NIAID rarely approves more than one extension and never approves more than three.

Principal Investigators and Grantees

  • At least 30 days before the end of your extension period, send another extension request in writing to your grants management specialist. Include the following information:
    • The amount of funds remaining.
    • A detailed budget reflecting your proposed plans to use the remaining funds during the extension.
    • A scientific rationale for continuing the project.
    • Updated certifications and assurances, including IRB and IACUC approvals.
  • Explain in detail why you could not finish your project on time.
  • If requesting a third extension, also show how you'll finish your project before the remaining funds return to the Treasury. If you can't finish your project by then, describe how you will proceed without the funds.
  • Make sure the institutional business official signs your request.

Grants Management Specialists

  • Make sure extension requests comply with NIAID policy.
  • Verify that a grantee has updated all required certifications and assurances.
  • Send a copy of the request to the program officer for review.
  • If you and the program officer concur, submit a single-case deviation request to the GMP director.
    • Document the reasons you and the program officer think the extension should be approved.
    • If the GMP director approves, revise the Notice of Award and include a term of award regarding further extension requests.
  • If you and the program officer do not approve a request, email the reason for disapproval to the institutional business official and PI. Copy the program officer and upload the email into eGrants.
  • Complete requests for no-cost extensions within 30 days of receiving all necessary documents.
  • See GMP's Lock icon: This link will not work for public visitors.No-Cost Extensions SOP for more information.

Program Staff

  • Review extensions.
  • Approve or disapprove based on scientific need.
  • Email your approval or disapproval to the grants management specialist. Include the request as an attachment.

Contacts

Check your Notice of Award for your grants management specialist's contact information or see GMP Assignments by Geographic Region and Program Code.

Lock icon: This link will not work for public visitors.Contact for NIAID Staff—GMP Director

If you have knowledge to share or want more information on this topic, email deaweb@niaid.nih.gov with the title of this page or its URL and your question or comment. Thanks for helping us clarify and expand our knowledge base.

Links

Lock icon: This link will not work for public visitors.December 2, 1994, Guide notice, Change of Procedures for Implementing No-Cost Extensions Approved by Grantees Under Expanded Authorities (Federal Demonstration Project)

Grantees Can Take Many Actions Independently in the Strategy for NIH Funding

Some Actions Require Our Approval in the Strategy for NIH Funding

NIH Grants Policy Statement, Administrative Requirements

NIH Grants Policy Statement, Administrative Requirements, Requests for Prior Approval

Prior Approvals for Post-Award Grant Actions SOP

 

Last Updated August 13, 2013

Last Reviewed January 28, 2013