No-Cost Extensions

Federal No-Cost Extensions

A no cost extension is the extension of a project period without additional funding from the sponsor. If a project’s end date is approaching but the principal investigator (PI) identifies that the research needs to continue, a no-cost extension allows the end date to be extended.

A no-cost extension request is an amendment to the award agreement and must be formally submitted to the sponsor for official approval through OSP.

Note: Funds remaining in the account is not an acceptable justification for requesting an extension. Extensions may be requested only for programmatic reasons. However, sufficient funds must be available to support the project for the additional period of time, including the support of committed effort.  Some sponsors may request information about the amount of funds remaining in the account and others may request a budget indicating how funds remaining at the end of the original project period will be spent during the extension. Please consult the original award notice and your OSP Award Manager for sponsor-specific requirements.

Most federal agencies have delegated the authority for approving a no-cost extension for grants to the grantee institution. This authority permits OSP to internally approve a one-time no-cost extension, extending the end date of the project period up to an additional 12 months.

Note: For assistance, click here to review the Prior Approval Matrix.

Procedure for internal approval: PI must route an email through his/her Business Office to the appropriate OSP Team requesting the no-cost extension (NCE). The email should contain the following information:

  • PI’s name
  • Department
  • Telephone number
  • Sponsor name
  • Sponsor award number
  • IRES proposal number
  • Yale account number
  • Award title
  • Current expiration date
  • Requested termination date
  • Justification for the extension
  • Amount of anticipated funds after commitments

Exception for NSF awards: NSF requires that notification of extensions be submitted via FastLane. The PI or department administrator should initiate the notification procedure through FastLane. Once the submit button is clicked, OSP is alerted that a notification is waiting to be processed. An email should also be sent to the appropriate OSP Team mailbox to alert the team of this request. Once the request has been processed, OSP will forward the notification to NSF via FastLane.

Timing: The agency must be informed about the extension at least 10 days prior to the original expiration date of the award. Therefore, requests for extensions should be received by OSP at least two weeks before the scheduled award period ends.

Second No-Cost Extensions: Please contact your OSP Award Manager for more information on requesting a second no-cost extension.

Non-Federal No-Cost Extensions

To request a no-cost extension from a non-federal sponsor, the PI should write a letter addressed to the Program Support person stating the reason why an extension is necessary.  The letter should clearly indicate the sponsor’s award number and the requested expiration date. The letter should be forwarded to the appropriate OSP Team mailbox for review and counter-signature. When approval for the extension is received from the sponsor, OSP will process the award modification.

Explanation: Funds remaining in the account is not a justifiable reason for requesting an extension. Extensions may be requested for programmatic reasons only. Some sponsors may request information about the amount of funds remaining in the account and others may request a budget indicating how funds remaining at the end of the original project period will be spent during the extension. Please consult the original award and your OSP Award Manager.

Timing: The letter requesting approval for a no-cost extension must reach the sponsor well before the expiration date in order to allow the sponsor time to process the request and inform Yale of the approval before the project period ends.  Unless sponsor specific guidelines exist for submission of a no-cost extension request, requests for extensions should be processed 30 days before the grant period ends, but no later than 10 days prior.

Second No-Cost Extensions: Please contact your OSP Award Manager for more information on requesting a second no-cost extension.