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No Cost Extension (NCE) Request

Office of Grants & Contracts


​Specific projects may allow for the final budget period to be extended for a specific period of time depending on the sponsor guidelines. Such an action affirms that additional work remains to be completed on the project and that resources are available to continue to support the project, or that additional time is needed to provide for an orderly closeout. The fact that funds remain at the expiration of the grant is not, in itself, sufficient justification for an extension without additional funds. Conditions of these requests cannot not require additional funds to be obligated by the sponsor and the project's originally approved scope cannot not change.​

 NIH - First Extension

The first no-cost extension for NIH grants may be approved by the institution unless otherwise stated in the Notice of Award. NCEs approved by the institution must be submitted by the OGC Signing Official (SO) between 90 and 10 calendar days prior to the end of the project period. The request must be sent by email to xenia@ucdenver.edu and must be sent by the PI. An email that contains all of the required information sent by the Department Administrator followed by an email of concurrence from the PI is also acceptable.

  1. The PI sends an email requesting the NCE to xenia@ucdenver.edu containing the following information:
    • Proposal Number
    • Brief (2-3 sentence) scientific justification for needing additional time
    • Project Number
    • NIH Grant Number
    • Length of Extension Requested (up to 12 Months)

  2. The SO sends NCE request to OGC Postaward for review to determine if resources are available for the request. OGC Postaward will provide final approval if resources are available for the request

  3. SO reviews the NCE request. SO will request revised scientific justification for the NCE if applicable

  4. SO extends the final budget period per the request for the grant via eRA Commons (only the SO can complete this step).

  5. The PI and SO will receive an automated email notification from eRA Commons of the revised project end date.

  6. SO forwards the notification of the revised project end date to OGC Accounting

  7. OGC Accounting updates the project end date in InfoEd and PeopleSoft. The PI and fiscal manager will receive an email notification when this step is complete

Notes:
Please allow up to 5 business days for OGC to complete these requests. This process involves the coordination of several departments to complete and submit to the sponsor

Grants and Contracts will require approval from the sponsor for all no-cost extensions unless the award terms specifically state that a no-cost extension may be granted by the institution without prior approval

All extension requests must be made by the PI, regardless of format. No change will be made to an account until Grants and Contracts has documentation that the PI is aware of the requested revisions to their project

If the request is not sent within the 90 and 10 calendar day window of the project period end date, the approval cannot be submitted through eRA Commons, and the NIH grants management specialist may require additional paperwork (e.g. written justification, detailed budget for unobligated balance) to process the extension. The PI should include a note in the body of their email noting the request is time sensitive if the project period end date is within 5 business days of the 10 calendar day cutoff for submission via eRA Commons

NCE Request NIH 1st Request Flowchart

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 Non-NIH Extensions & 2nd NIH Extensions

Applies to NIH Second and Subsequent Requests & Other Non-NIH NCE Requests -

All second and subsequent NIH NCE requests must be submitted through eRA Commons by the institution SO (as of 06/08/2017). Only the SO can initiate a second or subsequent NCE request in eRA Commons. All other sponsor requirements vary by the sponsor terms and conditions of those awards and should be reviewed prior to creating/submitting a NCE request. As a general rule most sponsors typically follow the NIH guidelines listed below.

SO NIH NCE request through eRA Commons

The request must be submitted to the sponsor by the SO between 90 and at least 30 calendar days prior to the end date of the current extension or budget period to prevent a possible disruption in spending.

Note: Non-NIH requests can generally be submitted in one document in a memo format including the information listed below. The sponsor should be consulted for instructions when NCE request guidelines are not clear. NIH submissions must be submitted as 3 separate documents so they can be submitted through eRA Commons.

  1. PI or Department Administrator prepares each NCE document (PDF format) as described below and emails the NCE request to xenia@ucdenver.edu for processing:
                     a. Body of email to
    xenia@ucdenver.edu
                              i.  Award Number
                             ii.  Project Number
                             iii.  Length of additional time needed
                             iv.
      Does PI maintain measurable effort during extension period?
                             v.  Latest IRB/IACUC approval date
                      b. Progress report
                      c. Detailed budget for unobligated balance on
    PHS 398 forms (page 4) with PHS398 checklist page
                      d. Scientific Justification (memo format with PI signature


  2. The OGC SO sends the request to OGC Postaward for review to determine if resources are available for the request. OGC Postaward will provide final approval if resources are available for the request

  3. SO reviews the NCE request documents. SO will request revised documents for the request if applicable

  4. SO submits the NCE request to the sponsor via eRA Commons or provided sponsor contact for non-NIH requests. The SO will copy the PI and any requested department staff on applicable email submissions. eRA Commons submissions will generate an automated email to the SO, PI, and NIH Grants Management Specialist

  5. Sponsor reviews NCE request and provides notification of decision

  6. SO forwards notification of revised project end date to OGC Accounting if sponsor approval is received

  7. OGC Accounting updates the project end date in InfoEd and PeopleSoft. An email notification will be sent to the department staff when this step is completed

Notes:
For non-NIH written requests, requirements can vary by sponsor. Please check the award terms and conditions for deadlines and instructions

Please allow up to 5 business days for OGC to complete the review of the request. This process involves the coordination of several departments working together to complete and submit

The written NCE request process typically takes no more than 30 calendar days from receipt of the request for the applicable sponsor to make a decision

Notification of approval is typically received via email and is necessary to update the project period in our systems

NCE Request NIH 2nd Request - Written Approval Flowchart

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 NSF – First Extension

To request the additional time, the PI must log into his/her FastLane account and fill out a Grantee Approved No Cost Extension Notification/Request form. Once complete, the form must be submitted electronically to the SPO (also known as the SO) for review and approval.

The approved notification must be submitted through FastLane by the SPO at least 10 calendar days prior to the project end date

  1. PI fills out a Grantee Approved No Cost Extension Notification/Request form via NSF FastLane. Once complete, the form must be submitted electronically to the SPO for review and approval. The SPO will receive notification of the request when submitted by the PI

  2. The OGC Signing Official sends NCE request to OGC Postaward for review to determine if resources are available for the request. OGC Postaward will provide final approval if resources are available for the request

  3. SO reviews the NCE request. SO will request revised scientific justification for the request if applicable

  4. SO extends the final budget period per the request for the grant in NSF FastLane (Only the SPO can complete this step). The PI and SO will receive an automated email notification from NSF FastLane that contains the revised project end date

  5. SO forwards notification of revised project end date to OGC Accounting

  6. OGC Accounting updates the project end date in InfoEd and PeopleSoft. Department staff will receive an email notification when this step is complete

Notes:
Please allow up to 5 business days to complete. This process involves the coordination of several departments working together to complete and submit.

If submitted right at 5 business days or less to the 10 day prior to the end date deadline, an email notification from the PI should be sent to notify the SPO of the time sensitivity. Waiting right until 10 days prior to the end of the final budget period will likely result in having to submit an NSF Approved No Cost Extension Request form which requires NSF approval and can take longer for a decision. See instructions - NSF Second Extension

An email notification to xenia@ucdenver.edu from the department staff in addition to the automated FastLane email is very helpful in expediting processing. The email should contain the PI name, proposal number, project number, and current project end date

Grantee Approved No Cost Extension Notification/Requests are approved by the SPO and do require a response from NSF

FastLane will not allow the submission of a no-cost extension notification or request if NSF's financial records show a zero balance for the award

NCE Request NSF FastLane 1st Request Flowchart

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 NSF – Second Extension

To request an additional extension period, the PI must log into his/her FastLane account and fill out an NSF Approved No Cost Extension Request form. Once complete, the form must be submitted electronically to the SPO (also known as SO) for review and approval

The approved notification must be submitted through FastLane by the SPO at least 45 calendar days prior to the project period end date

  1. PI fills out an NSF Approved No Cost Extension Request form via NSF FastLane. The request must explain the need for the extension and include an estimate of the unobligated funds remaining and a plan for their
    use. Once complete, the form must be submitted electronically to the SPO for review and approval. The SPO will receive notification of the request when submitted by the PI

  2. The OGC Signing Official sends NCE request to OGC Postaward for review to determine if resources are available for the request. OGC Postaward will provide final approval if resources are available for the request

  3. SO reviews the NCE request. SO will request a revised scientific justification for the request if applicable

  4. SO submits the NSF Approved No Cost Extension Request form via NSF FastLane. (Only the SPO can complete this step). The PI and SO will receive notification from NSF FastLane that the request has been submitted

  5. NSF will review the NCE request and respond via email to the SPO and PI with a decision

  6. SO forwards email notification of revised project end date to OGC Accounting

  7. OGC Accounting updates the project end date in InfoEd and PeopleSoft. Department staff will receive an email notification when this step is complete

Notes:
Please allow up to 5 business days to complete. This process involves the coordination of several departments working together to complete and submit

An email notification to xenia@ucdenver.edu from the department staff in addition to the automated FastLane email is very helpful in expediting processing of these requests. The email should contain the PI name, proposal number, project number, and current project end date

NSF Approved No Cost Extension Requests require review and approval by NSF. The approval process can take up to 45 calendar days

FastLane will not allow for the submission of a no-cost extension notification or request if NSF's financial records show a zero balance for the award

NCE Request NSF Approved Flowchart

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