No-Cost
Extension Request
KEY POINTS
TO REMEMBER WHEN SUBMITTING A REQUEST:
·
PREPARE your request by using the No-Cost Extension
Request Form, OR by sending an email, OR by sending a signed,
hard copy.
·
PLAN AHEAD:
Sponsor required lead-time ranges from several days to several
months.
·
IDENTIFY your project clearly, e.g., title, by grant
number, account number
·
JUSTIFY your request in a way that will satisfy
sponsor requirements.
·
SEND your request to ORSP, Corbett Hall, Room 408 to
the attention of Deb Carver or
·
CONTACT Deb Carver 581-1477 or Arlene Russell 581-1472 anytime
with questions. We will contact you if
we need more information and will let you know when the request is approved or
not approved.
Q. What is a no-cost extension?
Sponsors expect principal
investigators to complete all requirements of an award by the termination date
listed in the award document. Many
sponsors will provide additional time by approving your request for a "no-cost
extension." On rare occasions, the
terms and conditions of an award specify that no-cost extension may not be
submitted.
Q. How do I apply for a no-cost extension?
Send a written request to
ORSP. Use the information below to help
you meet sponsor requirements.
Q. What should I include in my written request?
·
Your name and contact information such as phone
number and/or e-mail
·
Relevant information that identifies your
project: title, grant number, account
number, and the current project termination date.
·
The extended termination date (month/day/year) you
are requesting. See note below about the
maximum time a sponsor will allow.
·
Justification--reasons you need an extension. See
guidelines below for help.
Q. Is there a
"form" for no-cost extension requests?
Yes, there is a No-Cost Extension
Request Form that prompts you for essential information. If you prefer, send a letter or email
instead. Please be sure to include the
four items listed in the section above if you do not use the form. For form users and emailers,
we may need to ask you to follow up with a hard copy, signed letter if the
sponsor requires it. Most sponsors do
not.
Q. Where and to Whom
should I send my request?
You have several options:
·
If you use the No-Cost Extension Form, your request
is automatically sent to ORSP.
·
If you use email, address your request to Deb Carver
or
·
If you send a hard copy, forward it to Deb Carver or
Q. Do I need to get approval from or notify my
Dean or Vice President of the request?
ORSP does not monitor dean
or vice president approvals on no-cost extensions. Please ask your dean and/or vice president
about their requirements regarding no-cost extension requests.
Q. Would I save time
if I sent my request directly to the sponsor?
No. In fact, your request may be set aside or
delayed since most sponsors will not review requests before they have been
endorsed by the University's authorized administrative official.
Q. Do I need to refer to my award document and
its attachments?
It's a good idea to do that
since it's the easiest way to find out if your sponsor will consider a request
and to learn about any special sponsor requirements. If your award agreement does not address
no-cost extensions, assume you may submit a request and follow the general
guidelines provided here. Sometimes
sponsor guidelines, available on the internet, can be of help as well.
Q. How do I find out
the current termination date of my project?
There are several ways to
confirm the date.
·
Review your award document
·
Look at the "term date" indicated on the
WEBFAST Summary screen for your account
·
Call ORSP (Deb Carver 581-1477 or
Q. How long of an
extension can I request?
Sponsor rules vary, however, some federal sponsors allow an extension of
up to 12 months beyond the current termination date. Other sponsors will consider shorter or
longer time periods oftentimes determined by the reasons you indicated for
needing an extension.
Q. What justification (reasons) are sponsors
likely to accept?
Here are some examples of
justifications most sponsors would accept:
·
additional time to assure completion of the original
approved project scope and objectives, e.g.,
o
to conduct additional testing to validate unexpected
research findings
o
to repeat tests to obtain results lost in a campus
building fire
·
lack of success in locating a graduate student with
suitable capabilities
·
extensive delay in production or shipment of key
equipment or supply items
·
transfer of a key project participant
·
time lost due to illness or accident of a key project
participant
Q. Under what conditions are sponsors likely to
deny a request?
Non-approvals vary from
sponsor to sponsor:
·
most sponsors deny requests made merely for the
purpose of using remaining funds
·
some federal sponsors may deny extension requests
they receive after the termination date
·
the terms and conditions of the award prohibit the
extension
Q. How much lead-time must I allow?
Lead-times may be listed in
the terms and conditions of an award, but sponsor requirements vary. Requests
submitted more than 90 days prior to the project termination date may be
refused by the sponsor.
·
First-time requests are generally due to sponsors
from ORSP 30 days prior to the current termination date of the project. Please allow an additional week for ORSP to
review and process your request.
·
Any subsequent extension requests, if permitted by
the sponsor, are due to the sponsor 60 days prior to the termination
date of the project. Please allow an
additional week for ORSP to review and process your request.
Q. What happens if my request to the sponsor is
late?
ORSP will do its best to
get your request in on time. If your
request is late, however, the sponsor may deny it. In this event, costs incurred after the
termination date would be transferred to the project closing account.
Q. Who approves or denies my request for a
no-cost extension?
·
Some sponsors allow ORSP to approve or deny requests
following sponsor-defined guidelines.
For requests ORSP approves, the sponsor may require ORSP to subsequently
send a copy of the request to the sponsor.
·
Other sponsors require ORSP to submit requests to the
sponsor for a decision. Before
considering a request, sponsors look for endorsement by the University's authorized
administrative official.
Q. How will I know if my request has been
approved?
·
For requests that ORSP is authorized to approve, we
will send you a copy of the notice we send to the sponsor indicating we have
approved the request. The notice will include
the revised termination date.
·
For requests that require a decision by the sponsor,
we will send you a copy of the request we submit to the sponsor. We will also notify you when we receive the
sponsor's decision.
·
Sometimes sponsors send notification to principal
investigators and bypass ORSP. If you
receive notification directly from the sponsor, please forward a copy to ORSP
so that we can update the termination date on your account and in your project
file.
Q. After my no-cost extension request is
approved, may I spend the funds remaining in my account?
Yes. All remaining funds can be used for project
purposes provided liquidation occurs before the extended termination date. The term "no-cost" is sometimes misinterpreted. It does not mean you cannot spend during the
extension period. It means you have
requested additional time beyond the original termination date of the project without
having received any additional funding.
Q. May I request additional funds in my no-cost
extension request?
No. Sponsors have separate processes for
requesting additional funds. Contact
ORSP Pre-Award at 581-1478 for information about requesting additional funds.
Q. Can I submit a request for a SECOND no-cost
extension?
Some federal sponsors may
not consider a request for a second extension.
When a second request is allowed, it requires direct review by the
sponsor and a lead-time of approximately 60 days prior to the project termination
date. Consult the terms and conditions
of your award agreement, sponsor guidelines, or contact ORSP for guidance. Please
note that second requests always require more detailed justification than first
requests.
Q. Who can help me if
I have questions?
Please visit with Deb Carver at 581-1477 or Arlene Russell at 581-1472.