No-Cost Extensions (NCE)

A No-Cost Extension is an extension of the period of performance beyond the award's expiration end date. Extensions are sometimes needed to allow the Principal Investigator to successfully complete the project.  As the phrase “no cost” suggests, there is no additional funding provided by the Sponsor. 

NCEs are not automatic and must be appropriately justified, reviewed internally by ORSP, and submitted in accordance with sponsor guidelines and deadlines. 

The PI may request a No-Cost Extension when all three of the following conditions are met: 

1. The end of the project period is approaching. 

2. There is a programmatic need to continue the research. 

3. There are sufficient funds remaining to cover the extended effort. 

• Additional time is needed to complete the originally approved project objectives.
• Project delays occurred due to circumstances beyond the control of the project team.
• Key personnel recruitment or onboarding delays impacted project timelines.  
• Equipment, procurement, or subcontract delays affected project progress.  
• Human subjects, IRB, or regulatory approvals delayed project activities.  
• Data collection, analysis, reporting, or dissemination activities remain incomplete.  
• Unobligated funds remain and are necessary to complete the approved scope of work.

• Expand or change the original scope of work  
• Request additional sponsor funding  
• Continue work unrelated to the approved project  
• Spend the remaining funds solely to exhaust the budget  

Before submitting an NCE request to a sponsor, all requests must undergo internal review by: 

• Authorized Organizational Representatives (AORs)  
• ORSP Compliance  
• ORSP Grants Accounting  

The internal review process helps ensure: 

• Sponsor deadlines are met  
• Financial activity is appropriate  
• Compliance requirements are satisfied  
• Reporting obligations are current  
• The request aligns with sponsor regulations and award terms  

PIs/PDs should NOT independently submit NCE requests directly to sponsors unless specifically authorized by ORSP. 

Recommended Submission Timeline 

To allow sufficient time for institutional review and sponsor processing, PIs/PDs should submit NCE requests to ORSP Post-Award (postaward@kean.edu) no later than the following:

• 60 days before the project end date (recommended)  
• 45 days before the project end date (minimum for most sponsors)  
• Some sponsors may require earlier notification. 
• Late submissions may result in the denial of the extension request. 

A few examples of sponsor deadlines for No-Cost Extension requests are presented below: 

Note: NSF requires that No-Cost Extensions requests be submitted via NSF’s electronic system. The PI or department administrator should initiate the request via research.gov and submit it for AOR review and submission. The notification is received by Grants Contract Accounting and the ORSP Post-Award Administrator. Once the ORSP AOR reviews, confirms, and approves the request, they will submit it to NSF.

The electronic NCE request form should include: 

Project Information 

• Sponsor name  
• Award number  
• Project title  
• PI/PD name  
• Current project end date  
• The requested end date  

Justification 

A detailed explanation describing: 

• The reason for the additional time. 
• Why could project activities not be completed within the original period?   
• What work remains to be completed?  
• How will the remaining funds support completion of the approved scope of work?  

Financial Information 

• Current unobligated balance  
• Estimated remaining expenditures  
• Confirmation that no additional funding is requested  

Compliance & Reporting 

Confirmation regarding: 

• IRB status (if applicable)  
• Outstanding technical/programmatic reports  
• Outstanding financial reports  
• Subrecipient performance status (if applicable)  

Certifications 

PI/PD acknowledges that: 

• The scope of work is not changing.  
• The extension is necessary to complete the approved objectives.  
• Sponsor guidelines and award terms will continue to be followed.  

The ability to approve or process a no-cost extension depends on the sponsor, award type, and whether the award carries expanded authorities. Some sponsors allow institutions to internally approve a first-time extension under expanded authorities, while others require formal sponsor approval. 

Expanded Authorities 

Expanded authorities are operating authorities provided to grantees under certain research grant mechanisms that waive the normally required sponsor prior approval for specific actions, including some first-time no-cost extensions. 

National Institutes of Health (NIH) 

Under expanded authorities, NIH generally permits the following:

• A single no-cost extension of up to 12 months  
• Requests routed through institutional officials  
• Notification to NIH prior to the project expiration date  

The request should be submitted internally to ORSP at least 45 days before the project end date.  

Common justifications include: 

• Delays in participant recruitment  
• Delays in regulatory approvals  
• Delays in data collection or analysis  
• Personnel transitions  

National Science Foundation (NSF) 

NSF generally permits: 

• A single no-cost extension of up to 12 months under expanded authorities  
• Requests initiated through Research.gov  
• Institutional review and submission by the AOR  

Requests should be routed to ORSP at least 45 days before the project expiration date.  

NSF NCE requests are typically submitted through the Research.gov Notification and Request Module. 

National Aeronautics and Space Administration (NASA) 

NASA generally permits: 

• A single no-cost extension of up to 12 months  
• Institutional review and sponsor notification requirements  

Requests should be submitted internally at least 45 days before the project expiration date.  

National Endowment for the Humanities (NEH) 

NEH generally permits: 

• A single no-cost extension of up to 12 months  
• Institutional review and sponsor notification  

Requests should be submitted internally at least 45 days before the project expiration date.  

U.S. Department of Agriculture (USDA-CSREES) 

USDA-CSREES generally permits: 

• A first-time no-cost extension of up to 12 months  
• Carryforward of unobligated balances under expanded authorities  

Requests should be submitted internally at least 45 days before the project expiration date.  

National Oceanic and Atmospheric Administration (NOAA) 

NOAA generally permits: 

• A single no-cost extension of up to 12 months if authorized in the award terms and conditions  

Requests should be submitted internally at least 60 days before the project expiration date.  

U.S. Department of Education (ED) 

The U.S. Department of Education generally permits the following:

• A single no-cost extension of up to 12 months under expanded authorities  

Requests should be submitted internally at least 45 days before the project expiration date.  

U.S. Department of Energy (DOE) 

DOE generally permits: 

• A single no-cost extension of up to 12 months in the final year of the project  

Requests should be submitted internally at least 45 days before the project expiration date.  

ORSP Post-Award may review the following before approving or submitting an NCE request: 

• Remaining balance availability  
• Spending patterns and burn rate  
• Open encumbrances  
• Outstanding payroll commitments  
• Subaward status  
• Technical/reporting compliance  
• Audit or compliance concerns  
• Sponsor-specific restrictions  
• Whether the project is still advancing the approved scope of work  

Common Reasons NCE Requests Are Denied 

NCE requests may be denied when: 

• The request is submitted after the sponsor's deadline.  
• There is insufficient justification.  
• The project's scope is changing.  
• Remaining funds are not necessary to complete the project.  
• Required reports are overdue.  
• The extension is requested solely to spend the remaining funds.  
• Sponsor regulations prohibit additional extensions.  

• A no-cost extension extends time, not funding.  
• Spending during the extension period must remain within the approved scope of work.  
• All sponsor terms and conditions remain in effect during the extension period.  
• Additional extensions beyond a first-time extension may require formal sponsor approval prior to approval.  
• Some awards may not permit expanded authorities or automatic first-time extensions.  
• Requests submitted close to the project's end date may not be processed in time.  

PIs/PDs are encouraged to review: 

• Award terms and conditions  
• Sponsor-specific prior approval requirements  
• Sponsor grant policy statements  
• Research.gov or sponsor portal instructions (if applicable)  

Questions regarding no-cost extensions should be directed to the Office of Research and Sponsored Programs (ORSP) Post-Award at postaward@kean.edu. 

National Institutes of Health (NIH) 

1st Extension 

The University can extend the final budget period of a project when the following conditions are met: 

• If no additional funds are required by the NIH 
• If there will be no change in the project's original scope 
• When there is less than 90 days remaining before the project period ends 

To justify an extension, one of the following criteria must be applicable: 

• Additional time beyond the established expiration date is required to ensure adequate completion of the originally approved project. 
• Continuity of the grant is required while a competing continuation application is under review. 
• An extension is necessary to permit an orderly phase-out of a project that will not receive continued support. 

To receive a grantee (University) approved no-cost extension for an eligible NIH award, the PI will need to email his/her post-award administrator and provide the award number, project title, and the increment of time needed (3, 6, 9 or 12 months). 

Your post-award administrator will process the notification to NIH through eRA Commons. We suggest you request the maximum time available - unless you are absolutely sure you can make the new end date. Even if you have anticipated continuing funding, you can request more time than necessary and then end earlier should you receive the notice of the new award. Upon notification, the NIH will revise the project period and provide an acknowledgement to the university. 

2nd & 3rd Extensions 

Second and third requests, or projects not eligible for an automatic no-cost extension, require greater detail and cannot be made through eRA Commons and are therefore managed via email with the ORSP.

A second or third extension must be submitted at least 30 days before the end of the project period. 

The request requires Authorized Organization Representative/Signing Official concurrence and should be emailed to the Grants Management Specialist identified in the most recent Notice of Award (NOA). 

PIs will need to draft an email request and forward it to their SPO to finalize and send to the GMS. The subject line should state "2nd NCE Request" and include the NIH award number. The request must include the following information: 

• Detailed explanation of why the project could not be completed by the originally approved end date; 

• The revised end date is being requested; 

• Scientific rationale for continuing the project; 

• If requesting a third extension, provide compelling scientific justification that warrants a third and final extension. Please be advised that NIAMS rarely approves a third extension; 

• A brief (not to exceed one page) progress report that communicates scientific progress made from submission of the last RPPR to present; 

• Amount of Direct Costs and Facilities and Administrative (F&A) costs remaining (estimated unobligated balance) in U.S. dollars; 

• PHS 2590 Form Page 2 Detailed Budget reflecting the proposed plans to use the remaining funds; 

• PHS 2590 Form Page 6 Checklist reflecting calculated F&A costs; 

• Budget Justification; 

• Level of effort of key personnel named in the NOA - Section 8.1.1.3 of the NIH Grants Policy Statement requires a measurable level of effort of key personnel during an extension; and, 

• Updated certifications and assurances, including IRB (if applicable under the Revised Common Rule) approvals; 

Contact information for your grants management specialist can be found on the Notice of Grant Award. 

Please keep in mind that it can take up to 3 months for a determination. Departments have the option of initiating a preliminary extension while waiting for this formal determination.  

National Science Foundation (NSF): 

• A single no-cost extension of time up to 12 months (6 months for awards issued before May 2, 1994). The request must be initiated through Research.gov using the Notification and Request Module and routed to ORSP for submission at least 45 days before the project's expiration date. The agency must be notified 10 days before the expiration date. 

1st Extension 

If no funds remain on the project, neither a grantee-approved no-cost extension (NCE) notification nor a no-cost extension request for NSF approval may be submitted. The status of all post-award requests submitted to NSF can be tracked on Research.gov by the PI and ORSP. 

NCE's will only be considered by NSF if all reporting is current:  

For an initial 12-month no-cost extension (Grantee Authorized Extension), PIs must initiate the request at least 10 days before expiration by logging in to Research.gov using your NSF credentials. The extension option may not be available in Research.gov until 90 days prior to the end date. 

Once logged in: 

• Go to Awards and Reporting 
• select Notifications and Requests 
• Select the Prepare New button.  
• In the Prepare New section of the Notifications and Requests screen: 
• Step 1: Select Type of Change, select "No Cost Extensions." 
• Step 2: Select Notification/Request will auto adjust based on your selection in Step 1. Select the Go button 
• Step 3: Enter Award Number and click Prepare New 
• Click the Prepare New button 
• Under Grantee Notification Type, select Grantee Approved No Cost Extension in the Grantee-Approved No-Cost Extension screen, a Revised End Date and Justification are required. 

Paste or type in your justification for the need for additional time. This one-time extension may not be exercised merely for the purpose of using the unliquidated balance, so focus on tasks that remain and the time needed. 

• After these sections are completed, select Save & Forward. 
• You will be taken back to the Notifications & Requests landing page, where you will see a confirmation message at the top of the screen confirming that the request has been forwarded. 

"Save & Forward" will send it to your AOR, who will either approve the justification and submit it to NSF or return the justification to the PI for revision and resubmission. NSF will not issue an amendment to the award as a result of the request. You will notify the AOR, and Post-Award will update the university records. 

See the help system for more information on preparing a new notification or request on Research.gov. 

2nd Extension 

For a second request (NSF Approved Extension), follow the instructions above to get to the following screen: 

Your justification may need to include not only the reason for delays but also a detailed discussion of remaining funds and how these funds will support the remaining tasks, to meet the original goals and objectives outlined in the proposal. 

Please include a concise work plan for the tasks that remain and justify the need for additional time and demonstrate the ability to complete them without additional cost. 

The NSF Program Officer will electronically notify ORSP and the PI of this request. The second no-cost extension will continue to be subject to the approval of an NSF Grants Officer and, if approved, will be in the form of an amendment to the grant specifying a new expiration date.   

National Aeronautics Space Administration (NASA)  

1st Extension (Grants only) 

No-Cost Extension (NCE): NCE allows the University to extend the expiration date of a grant if additional time beyond the established expiration date is required to assure adequate completion of the original scope of work with the funds already made available. Under these conditions, the recipient (University) may unilaterally make a ONE- TIME no-cost extension, not to exceed 12 months. The University must notify the NASA Grant Officer in writing with the supporting reasons and revised period of performance at least 10 calendar days before the end of the period of performance specified in the award. The no-cost extension should be submitted no sooner than 60 days before the last day of the period of performance. This one-time extension may not be exercised merely for the purpose of using unobligated balances. Grantees are not authorized to extend an award that contains a zero balance. 

1st No-Cost Extension, Grantee-Approved Extension 

1. The PI initiates the NCE request through the NASA Shared Services Center (NSSC) website: https://science.nasa.gov/astrophysics/programs/cosmic-origins/community/notice-to-grant-awardees-regarding-no-cost-extensions/ 
2. Complete all fields unless otherwise stated. 

Expanded Authority Actions 

Expanded authorities are the operating authorities provided to grantees under certain research grant mechanisms that waive the normally required sponsor prior approval for specific actions. For example, a researcher may wish to extend the time allotted for performing the work without requesting any additional funds (called a "no-cost extension"). In some cases, prior approval of the funding agency is required for this action; in some cases, it can be done without this explicit approval by "expanded authority." Below, we list specific examples from major funding agencies; please consult with ORSP for details. Please note: All deadlines below are in calendar days. 

National Institutes of Health (NIH): 

• A single no-cost extension of time up to 12 months. The request must be submitted to ORSP 45 days before the expiration date of the project. The agency must be notified 10 days before the expiration date. 

National Aeronautics and Space Administration (NASA): 

• A single no-cost extension of time up to 12 months. The request must be submitted to ORSP 45 days before the expiration date of the project. The agency must be notified within 10 days of the extension and prior to the expiration date of the project. 

National Endowment for the Humanities (NEH): 

• A single no-cost extension of time up to 12 months. The request must be submitted to ORSP 45 days before the expiration date of the project. The agency must be notified 10 days before the expiration date. 

U.S. Department of Agriculture-Cooperative State Research, Education and Extension Service (USDA-CSREES): 

NOTE: The only branch of the U.S. Department of Agriculture that allows Expanded Authority actions is the Cooperative State Research Service. 

• A first-time no-cost extension of time may be granted for up to 12 months, subject to the 5-year limitation of funds clause or the 3-year limitation for special grants awarded on or after 06/23/98. The request must be submitted to ORSP 45 days before the expiration date of the project. The agency must be notified within 10 days of the approval. 

U.S. Department of Commerce-National Oceanic and Atmospheric Administration (NOAA): 

NOTE: The only branch of the U.S. Department of Commerce that allows expanded authority actions is the National Oceanic and Atmospheric Administration. 

• A single no-cost extension of time may be granted for a period of up to 12 months. The request for a no-cost extension must be authorized in the special terms and conditions of the award notice and submitted to ORSP 60 days before the expiration date of the project. The agency must be notified 30 days before the expiration date. 

U.S. Department of Education (ED): 

(Excluding Special Projects and Centers funded by the National Institute on Disability and Rehabilitation Research.) 

• A single no-cost extension of time up to 12 months (subject to the 5-year limitation of funds clause). The request must be submitted to ORSP 45 days before the expiration date of the project. The agency must be notified of the extension 10 days before the expiration date of the project and must be given supporting justification for the extension. 

U.S. Department of Energy (DOE):  

• A single no-cost extension of time up to 12 months in the final year of the project. The request must be submitted to ORSP at least 45 days before the expiration date of the project. The U.S. Department of Energy’s Contracting Officer must be notified within 10 days of the extension and before the expiration date of the project.
• The NCEs must be supported by a valid justification and include an up-to-date progress report.
• Click Submit to NSSC, and your request will be routed to NSSC for review and processing. 
• A Grantee-Approved NCE is automatically approved, and NASA will issue a supplement to the award showing the new end date. 
• A supplement is a modification to a NASA award, such as an NCE, a funded extension, Principal Investigator (PI) changes, scope modifications, a general correction to the award, or any combination of these actions. 

2nd & 3rd Extensions  

The request will be made the same way as above. 

Any additional no-cost extensions require both program officer and ORSP approval, and like the initial extension, must include an up-to-date progress report. 

To expedite the processing of the NCE, the program officer's approval may be attached to the email.