A no-cost extension (NCE) extends the end date of a project period past the original end date without a request for additional funding from the sponsor.
A PI may request a no-cost extension when ALL of the following conditions are met:
- The end date of the project period is approaching (generally 30-90 days before the end date depending on award terms)
- There is a programmatic justification of need to continue the scope of the research
- There are sufficient funds remaining to cover this continued effort
*A no-cost extension is not allowed solely for the purpose of spending down remaining funds.
General Process
All requests that do not require submission through a specific agency portal must be emailed to your Grants and Contracts Administrator (GCA).
In this request, the following information should be included and signed by the Principal Investigator (PI) on department letterhead:
- Your current award’s UMass Lowell Project number
- Your proposed revised end date for the project
- A programmatic reason on why this extension is necessary to complete the scope of work
The Grants and Contracts Administrator will then review, approve and submit the request to your sponsor.
Please note that PIs should not be submitting this request to the sponsor directly. Additionally, if UMass Lowell is a sub-awardee on a project, the GCA will make the request to the Lead Organization once the PI has provided the required information on signed letterhead.
Sponsor Specific Guidance
- National Science Foundation (NSF)
- National Aeronautics and Space Administration (NASA)
- National Institutes of Health (NIH)
- Department of Energy (DOE)
NSFNational Science Foundation (NSF)
First No-Cost Extension: NSF allows Grantees to make a one-time extension of their project, up to 12-months. PI must first submit the request through the Research.gov system. The request will then be sent to the Office of Sponsored Programs (OSP) who will review, approve and submit to NSF.
How to make request:
- PI can log in on the NSF's Research.gov website. Click on Awards & Reporting tab and then click on Notifications & Requests.
- Click Prepare New. Select No-Cost Extension as the type of change and enter in the NSF Award Number and click Prepare New again.
- On the next screen, enter the Revised End Date and the Justification for Grantee Approved No-Cost Extension. Click Save and Submit to NSF and your request will route to OSP for review and processing.
- Once submitted in Research.gov, send an email to your GCA and indicate if you would like this no cost extension extended to any subcontractors.
Second No-Cost Extension: A second no-cost extension to NSF must be approved and have written approval from the Sponsor. The request will be made the same way as above, however you will need to include the following information:
- Revised End Date; Remaining Funds; Justification for NSF Approved No-Cost Extension; Plan for Use of Unobligated Funds
This request must sent to NSF no later than 45 days prior to the end date so PIs should take care to get this submitted to OSP well in advance of that deadline.
NASANational Aeronautics and Space Administration (NASA)
How to make request:
- Forward your GCA the following information:
- Your current award’s UMass Lowell Project number
- Your proposed revised end date for the project
- A programmatic reason on why this extension is necessary to complete the scope of work
- If you would like to extend the NCE to any subcontractors
- Once your GCA has provided email confirmation, visit the NASA Shared Services Center (NSSC) website
- Select Grants/Cooperative Agreements in the Procurement Services
- Select “Request a No Cost Extension” from the left hand column
- Complete the required information and then submit to NSSC
- Once NASA receives your request, they will issue a Modification and OSP will process the internal change order extending your period of performance
NIHNational Institutes of Health (NIH)
First No-Cost Extension: For many NIH grants, UMass Lowell may approve the first NCE (up to 12 months) under expanded authority. A UMass Lowell Signing Official will process the NCE request through eRA commons. This portal becomes available 90 days prior to the project end date.
How to make request:
- Forward the following information to your GCA at least 15 business days in advance
- Your current award’s UMass Lowell Project number
- Your proposed revised end date for the project
- A programmatic reason on why this extension is necessary to complete the scope of work
- The amount of PI effort to be contributed during the no cost extension period. Measureable effort should be justifiable according to the amount of work remaining, but can be as low as 1% unless the award had a specific effort requirement in which case, confirmation should be provided that you will continue to meet the effort requirement through the NCE period.
- Indicate if you would like this no cost extension extended to any subcontractors
- Your GCA will review this request and if approved, an Authorized Official will submit the request in eRA commons and a change order will be processed extending your period of performance.
Second No-Cost Extension: Any additional no cost extensions require approval from NIH and should be submitted to your GCA at least 45 days prior to the current grant end date. A letter should be drafted and addressed to the Grant Management Specialist listed in your NOA. A second signature box should be added for a UMass Lowell Authorized Official to sign in addition to the PI.
The letter should include the following information:
- NIH grant number and UMass Lowell project number
- The duration of NCE including the proposed new end date
- An explanation as to why the funds weren’t spent during the original project period and the first no cost extension
- Budget file that indicates how you will spend the remaining funding. This balance should be obtained from your assigned Senior Financial Research Administrator (SFRA).
- Budget justification that supports the budget request and contains measurable effort for the PI. Unless there is specific effort requirements, the effort can be reduced as low as 1%.
- What will be accomplished during the second NCE extension if approved.
DOEDepartment of Energy (DOE)
How to make request:
- Forward your GCA the following information
- Your current award’s UMass Lowell Project #
- Your proposed revised end date for the project
- A programmatic reason on why this extension is necessary to complete the scope of work
- Indicate if you would like this no cost extension extended to any subcontractors
- Once your GCA reviews and determines if this request is acceptable, they will request that an Authorized Official formally make the request in PAMs on behalf of UMass Lowell.
- UMass Lowell will receive a modification and a change order will be processed extending your period of performance.