No Cost Extensions

A no-cost extension (NCE) is the extension of a project period at no additional cost to the sponsor. If the project’s award period is ending, but research needs to continue, a NCE allows the end date to be extended to complete the work. 

Each sponsor has specific requirements for when and how to request an extension.  

Most federal agencies allow a one-time NCE while subsequent extensions will require prior agency approval. Onetime NCEs are usually up to twelve (12) months and require that SPA notify the sponsor of the extension prior to the project end date. Nonfederal sponsors may have other requirements. Review your award terms closely and contact SPA with any questions.  

When an NCE requires prior agency approval, the sponsor retains the right to deny the request. Examples of reasons to deny a request are:

• Insufficient explanation of why the additional time is necessary. Remember, an extension may not be granted solely because there is money left over. You must document programmatic benefits.
• Funding may have come from a prior year’s appropriation and the agency funds for your award expire (referred to as expiring or canceling appropriations).
• The amount requested in the extension appears excessive.
• The request falls beyond the agency-required NCE request deadline.

Need to Submit an Extension?

Submit your request to SPA at asosp@niu.edu at least sixty (60) to ninety (90) days before the end date to allow sufficient time for review and, if necessary, approval from the agency.

Provide the following information with your request:

• SPA Proposal and/or Grant Number for the award.
• Period of performance for extension (i.e., proposed new end date).
• Estimated unobligated balance (Contact your Grants and Contracts Associate (GCA) for this amount)
• Justification for the extension.
• Confirmation of the following:
  • By submitting this request to SPA, you are attesting that you have notified your chair/supervisor of your intent to extend this commitment and they have approved of your plan.
• IRB or IACUC status, if applicable.

An Award Coordinator from SPA’s Award Acceptance team will contact you to confirm the request and work with you to complete the necessary notification or request to your sponsor. SPA will enact extensions requiring agency approval once sponsor approval is received. 

Practical Tips

To expedite review, be sure to explain your situation clearly including why you need additional time. For example, perhaps you need more time due to one of the following:

• Equipment production or shipment delays
• Instrumentation downtime
• Transfer, illness, or injury of project personnel
• Extended contract negotiations that delayed the ability to start the project
• Global or weather event (force majeure)
• Subcontractor delays due to any of the above
• Delays in obtaining specially bred animal subjects (i.e., knockout mice); and
• Delays in recruiting human subjects

It is also important to explain how you will complete the work. Important details for this include:

• What has been/will be done to remedy the delays
• What tasks of the scope of work will be completed during the year
• How the funds will be used during the extension period

No Cost Extension Deadlines

Sponsors require NCE requests be submitted prior to the award’s current end date. If a no cost extension is not submitted to the agency within the appropriate timeframe, it will be treated as a subsequent NCE subject to prior agency approval.