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No Cost Extensions

A no-cost extension (NCE) is an extension of the project or budget period when additional time is needed to complete work on a sponsored project.

Sponsor terms and conditions often dictate the manner in which a no-cost extension may be requested or executed. NIH, for example, usually allows for an “automatic” grantee-approved NCE of up to 12-months, with subsequent requests requiring a Prior Approval request with additional justification. Other sponsors have different allowances or submission requirements. Check your notice of award, sponsor award terms, or agreement for any language about requesting no-cost extensions. Sometimes, you must refer back to the original solicitation or consult other sources such as the NIH Grants Policy Statement or NSF PAPPG. If not explicitly addressed in these documents, we may need to contact the sponsor for guidance.  

Some awards require a formal amendment to the award, agreement, or subaward to recognize a no-cost extension. Other times, it is simply reflected in their online system or acknowledged by e-mail. These changes must be clearly documented so that Northwestern’s internal systems can be updated to reflect the new end date.

To request an NCE, submit an Award Modification Request (AMR) via CERES.

All requests requiring sponsor approval must come through Sponsored Research. Communications with the sponsor must be done by Sponsored Research staff as the institutional official. An NCE is a formal modification to the award’s project period between the sponsor and Northwestern University and is therefore a central office activity. PIs and/or department RAs or other personnel should not send requests to the sponsor or otherwise directly solicit NCE approvals.

NCE requests are not to be submitted and will not be approved when:

  1. Insufficient sponsor funds remain to support the extension period. Cost share may not be used as the source of support for the extension period. If the balance on the project is low, you must clearly explain what work remains and demonstrate that the funding is sufficient.
  2. The account is in deficit. If work remains, but there is no funding to cover it, the University may need to request a reduction or change in project scope.  
  3. The purpose of the NCE is to expend remaining sponsor dollars. 

NCE requests for a no-cost extension request will be considered when the below criteria are present:

  1. Work on the project has yet to be completed. 
  2. Sponsor terms and conditions allow for an extension request. 
  3. Sufficient sponsor funds remain to support all the residual work. 
  4. Key and non-key personnel have effort on the project. Effort reductions for personnel, when allowed, are communicated within the award modification request. 
  5. Changes in key personnel are identified, including those who are coming off the project during the NCE, and communicated within the award modification request. 
  6. All compliance approvals (IRB/ACUC and COI, etc.) are up-to-date and either already cover the extension period or will be maintained throughout the extension period. 
  7. In cases where a formal request letter is required from the PI, the letter addresses the work yet to be done, includes the requested new end date, identifies the remaining balance, and provides a budget and budget justification for the extension period. 

When to submit a NCE request to Sponsored Research

Sponsor guidelines must be reviewed to confirm the required deadlines for NCE requests. It is generally recommended that NCE requests are submitted to SR 30-60 days prior to the sponsor deadline. Typically, though not in all cases, NCE requests are to be submitted to sponsors no more than 90 days before the current end date and no less than 45 days before the current end date.  To ensure an on-time request, include the sponsor deadline in the short title of the AMR (award modification request). Note: You may need to edit or add a deliverable in CERES to reflect the new dates for annual or final reports.