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Standard Operating Procedure Table of Contents
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Purpose To extend a
grant's project
period without additional funds to give grantees extra time to complete
their research aims.
Procedure
Extensions Not Requiring Prior Approval
Grantees can extend a grant's project
period one time up to 12 months without additional funds if
their award was issued under expanded authorities or the Federal
Demonstration
Partnership, and the grant meets these criteria:
- The project’s originally approved scope will not change.
- One of the following conditions applies to the project:
- Additional time is required to complete the project.
- Continuity of support is required while a renewal application is under review.
- An extension is needed to permit an orderly phase-out of the project.
Grantees are responsible for appropriately monitoring grant accounts They must be familiar with policy and ensure funds are drawn down from the payment management system and expended in a timely manner.
Grantees
- To request a no-cost extension, use one of the following:
- If registered with the eRA Commons -- notify NIH electronically of a no-cost
extension until the last day of the budget
period, if your grant is in its last year and has not had an extension
already. NIH's IMPAC database will enter your new budget period and project
period end dates and notify your grants
management specialist.
- If you not registered with the eRA Commons -- notify
your grants management specialist in writing of the extension 10 days before the
project period expires. Include the number of months you'd like to extend your grant.
- Notifications received after a project period's end date become prior approval requests. If approved, grants staff will issue a revised Notice of Award.
- Update all required certifications and assurances,
including approvals for human subjects assurance or animal welfare assurance. Provide
updated IRB or IACUC approvals to your grants management specialist.
Grants Management Specialists
- You have 30 days from the time you receive all of the required documents to complete requests for no-cost extensions.
- Review the request to make sure it complies with policy.
- Ensure that a grantee has updated all required certifications and assurances.
- For grantees registered with the Commons, new budget and project
period end dates are automatically entered into IMPAC, which emails
a notification to you and IC central email. See the Sample
No-Cost Extension Notification to IC.
- Upload email notifications into the electronic grant file.
Extensions Requiring Prior Approval: Subsequent Extensions and Late Requests
Grantees
- Read Some Actions Require Our Approval in the NIH Grant Cycle: Application to Renewal.
- Request approval of an extension by email or
letter if the following apply:
- Your award was not issued under the expanded authorities
or the Federal Demonstration
Project (check your Notice of Award for that information).
- You miss a deadline for extension.
- You're requesting a subsequent extension.
- Include an estimate of the amount of money remaining, a detailed
budget reflecting your proposed plans
to use it, and a scientific rationale for continuation.
- Keep in mind that you must report unexpended funds by September 30 to avoid losing them. Once the funds expire, they go back to the Treasury, and you will no longer be able to access them.
- For no-cost extensions requiring prior approval,
submit requests to your grants management specialist at least 30
days before your project period is scheduled to end.
- If you're requesting
a second extension, include the information listed above and a detailed
explanation of why your previous extension was not sufficient to conclude
your project.
- We rarely approve a third extension, which requires the approval of the director of our Grants Management Program (GMP).
- Update all required certifications and assurances, including approvals for human subjects assurance or animal welfare assurance.
- The institutional
business official signs requests. As PI, you do not
have to sign; rather, you must provide your institution with a signature
assurance.
See Frequently Asked Questions: Replacing PI Signature with Institutional Compliance Requirement for more information.
Program Staff
- Review and document your approval or disapproval of a first no-cost extension request that's submitted late as well as second and subsequent requests.
- Consider the scientific need for the extension.
- Email your approval or disapproval to the grants management specialist, including the request as an attachment.
Grants Management Specialists
- You have 30 days from the time you receive all of the required documents to complete late or subsequent no-cost extension requests.
- Review late or subsequent requests to make
sure they comply with policy.
- Ensure that a grantee has updated all required certifications and assurances for second and subsequent extensions.
- Send a copy of the request to the program
officer for review.
- If you and the program officer concur, do the following:
- For a second extension, issue a revised Notice of Award to extend the project.
- For a third extension, submit a single-case deviation request to the GMP director.
- Document the reasons you and the program officer think the third no-cost extension should be approved.
- If approved, revise the Notice of Award and include a term of award stating we will not approve additional no-cost extension requests.
- If you and the program officer do not approve a request, email the institutional business official and the principal investigator with the reason for disapproval. Copy the program officer.
Note: For scientific reasons, there may be a need to extend a grant
during the middle, rather than the end, of a project period. We approve
mid-project
extensions only when they do not cause a break in fiscal
year funding.
Contacts
Check your Notice of Award for your grants management specialist's contact information or see GMP
Assignments by Geographic Region and Program Code.
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
December 2, 1994, Guide notice, Change of Procedures for Implementing
No-Cost Extensions Approved by Grantees Under Expanded Authorities
(Federal Demonstration Project)
Expanded Authorities
or Federal Demonstration Partnership SOP
GMP
No-Cost
Extensions SOP
Grantees Can Take Many Actions Independently in the NIH Grant Cycle: Application to Renewal
NIH
Grants Policy Statement, Administrative Requirements Web site
NIH
Grants Policy Statement, Administrative Requirements, Requests for
Prior Approval Web page
Prior
Approvals for Post-Award Grant Actions SOP |