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Standard Operating Procedure Table of Contents
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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 the following conditions are met:
- The award was issued under expanded authorities or the Federal
Demonstration
Partnership. This information is in the Notice of Award.
- The project’s originally approved scope will not change.
- The grantee needs one of the following things:
- More time to complete the project.
- Orderly phase-out of the project.
- Continuity of support while a renewal application is under review.
Grantees need prior approval if any of the following situations apply:
- They miss a deadline for a first extension.
- They need a second or third extension.
- They already received an administrative supplement.
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.
To make sure grantees spend all their money in time, NIAID requires direct approval from the Grants Management Program director to extend grants more than two fiscal years beyond the final project period.
First Extension Requests
Grantees
- If you have already received an administrative supplement, follow the procedure for subsequent and late extensions.
- If you are registered with the eRA Commons, enter your no-cost extension before the last day of the final budget
period. NIH's IMPAC database will update your budget and project
period end dates and notify your grants
management specialist.
- If you are not registered with the eRA Commons, fax or email your no-cost extension to your grants management specialist.
- Include the number of months you'd like to extend your grant.
- Send notication at least 10 days before the
project period expires. If it doesn't arrive by the project period end date, it's considered late and you'll need prior approval.
- 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
- Make sure extension requests comply with NIAID policy.
- Verify that a grantee has updated all required certifications and assurances.
- Complete requests for no-cost extensions within 30 days of receiving all necessary documents. See the GMP No-Cost
Extensions SOP.
Subsequent and Late Extensions
Grantees
- At least 30
days before the end of your project period, send an 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, 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.
- NIAID approves third extensions rarely, and only with direct approval from the GMP director.
- If you get the extension, you cannot get another one.
- 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, take the following actions:
- For a second or late 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 extension should be approved.
- If approved, revise the Notice of Award and include a term of award stating we will not approve additional extension requests.
- See the GMP No-Cost
Extensions SOP.
- 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.
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.
Contact for NIAID Staff -- GMP Director
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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
Grantees Can Take Many Actions Independently in the NIH Grant Cycle: Application to Renewal
Some Actions Require Our Approval in the NIH Grant Cycle: Application to Renewal
NIH
Grants Policy Statement, Administrative Requirements
NIH
Grants Policy Statement, Administrative Requirements, Requests for
Prior Approval
Prior
Approvals for Post-Award Grant Actions SOP |