PROJECT RENEWAL OR EXTENSION

No-cost extensions: If the project can not be completed by the end date, the PI can continue the work by requesting an extension.
 
A request for a second no-cost extension will be considered by some sponsors, but it must also be properly signed and submitted through SPA. SPA must certify that the PI's original institutional extension was properly requested and completed. Most sponsors will not consider any no-cost extension unless it has been signed and submitted through SPA.

Federal

A no-cost extension means that a sponsor will allow the PI an additional period of time, usually no more than one year, to complete the project and file reports, but will not provide additional funding. Requests for extensions must be submitted far enough in advance to allow proper processing prior to the original end date; generally 60 to 90 days.
 

Most federal sponsors allow institutions to grant no-cost extensions if a letter of request and explanation (countersigned by the department head or dean) is submitted to the institution by the PI. The explanation should:

• describe why the project could not be finished in the planned amount of time,
• indicate anticipated balances, both direct and F&A (indirect), and
• explain how the remaining funds will be used (budget).

After departmental or collegiate signatures have been obtained, the letter should be forwarded to the appropriate SPA grant administrator. Since not all federal sponsors have delegated authority to institutions to grant no-cost extensions, PIs should contact the appropriate SPA grant administrator for information about their particular funding agency.

Note: Not having spent all the allotted funds is not an acceptable reason for requesting a no-cost extension.

Nonfederal

For sponsors other than federal agencies, contact SPA to determine if extensions are allowed.

 

Fixed-fee and fixed price contracts must be extended if the project will not be completed by the date on the agreement.

 

The award agreement with the sponsor establishes a project timeline and creates a schedule for the submission of reports and other deliverables. If a project will not be completed by the end-date on the agreement, then the schedule for deliverables will need to be revised. Because this type of change to the agreement requires mutual written consent by both the University and the sponsor, an extension request is required by the principal investigator. If an extension is not requested, the University could be in breach of the agreement, which increases the risk of nonpayment or the potential for a lawsuit.

 

A few award agreements are fairly informal and may not reflect project dates. However, because the award was made after some sort of proposal, there is an expectation by the sponsor that the project will be finished by the proposed end date.

 

To demonstrate good stewardship on the part of the University, we must at least notify the sponsor of the extension.

Continuation Proposals

NIH: If key personnel changed and the project includes human subjects, the continuation proposal must include documentation that the new personnel have received education in protecting human subjects.