No-Cost Extension

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.

• For example, if grantees still have carryover funds from the first year of their award, they will lose them on the first day (October 1) of the sixth fiscal year after the initial award.
• For more information, see Payment Management System in the NIH Welcome Wagon Letter.

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.
  • As PI, you do not have to sign, but your institution must have your signature assurance on file.
  • See NIH's Frequently Asked Questions: Replacing PI Signature with Institutional Compliance Requirement for more information.

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

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

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