Page Updated: April 15th, 2019
In order to request a no-cost extension (NCE) for all sponsored projects, please use the following instructions to guide you through the process. Notably, a no-cost extension must be requested in advance of the end date of the award based on agency requirements. All materials should be routed through WISPER.
With the exception of grant programs that have a specific minimum effort requirement (NIH K type awards), RSP no longer requires the update of effort commitments when requesting or receiving a no-cost extension. After a thorough analysis of sponsor polices and Federal regulations, it has been concluded that a no-cost extension simply provides additional time in which the originally proposed effort can take place. More information on this can be found here.
Normally, there is no need to adjust commitments during an NCE period. Very rarely, there might be instances when a commitment is necessary during the NCE period. Specific grant programs may require a specific minimum effort requirement, which should continue in the NCE period (note: at this time, RSP is aware of only a few grant programs that require a specific minimum effort requirement. NIH award types: K, R35, DP1). Before preparing the NCE request, review the terms and conditions of your award to determine if a specific commitment must continue.
The WISPER record should be completed including:
The following bulleted list must be addressed in the no-cost extension request. This information should be entered into the attached request letter. (Please use the below Letter Template)
The letter/email should also include a clear justification statement, summary of progress to date, estimate of funds remaining and a confirmation of continued invoice schedule if necessary, and what they will be used on, and timetable for completion.
For NSF: Use Research.gov to prepare a new request for a no cost extension (NCE). Enter your information for the no cost extension via Research.gov including the justification text, remaining balance, and especially noting effort. Forward the no cost extension request within Research.gov to the AOR (i.e. RSP). A WISPER record is still required. Enter the NSF Award Number within the Sponsor Reference Number field on the WISPER record General tab. The number of previous NCE submissions for the NSF award will dictate whether or not a letter is also required, see below:
Provisional Extensions: After submission of a no cost extension request, should there be a wait for Sponsor response; RSP will assume the Sponsor will ultimately approve the request. Upon submission of the extension request, RSP will update the UW-Madison accounting system to allow expenses to continue to post. The actual project and award end dates will be updated upon Sponsor approval of the extension request.
When for any reason a request letter cannot be prepared before the PI, department and Dean’s office desire to extend the end date, a provisional extension request may be submitted.
Note that ANY charges incurred after the end date of the project and before the Sponsor's final approval is received are the responsibility of the PI and the Department (just as expenses on an account-in-advance).
A detailed step by step process is available here.