NIH Post Award Prior Approval Actions

 

No Cost Extensions (direct funded grants; expanded authorities)

Online Extension Request Updated 08/25/2009

 

Overview

LBNL may extend the final budget period of the previously approved project period one time for a period of up to 12 months beyond the original expiration date shown in the Notice of Grant Award if:

• no additional funds are required to be obligated by the NIH awarding office,
• the project’s originally approved scope will not change, and

any one of the following applies:

	Additional time beyond the established expiration date is required to ensure adequate completion of the originally approved project.
	Continuity of NIH grant support is required while a competing continuation application is under review.
	The extension is necessary to permit an orderly phase-out of a project that will not receive continued support.
NIH refers to this extension as the “Extension of Final Budget Period of a Previously Approved Project Period without Additional NIH Funds.”  The fact that funds remain at the expiration of the grant is not, in itself, sufficient justification for an extension without additional funds. The PI agrees to update all required certifications and assurances, including those pertaining to human subjects and animal welfare, to be in effect until the end of the extension.  All terms and conditions of the Notice of Grant Award are in full force and effect during the extension period.
More information regarding NIH’s guidance regarding “Extension of Final Budget Period of a Previously Approved Project Period without Additional NIH Funds”, please consult the NIH Grants Policy Statement.    A NO-COST EXTENSION IS NOT FINAL UNTIL SPO ENTERS THE INFORMATION INTO RAPID AND ISSUES A SPAA.

Process

The following is the guidance to complete the online LBNL NIH Post Award Prior Approval: No Cost Extension Form and the SPO actions.

  The Online No Cost Extension Form is due to the SPO CO a minimum of five (5)   working days prior to but not more than 100 days before the award end date.

Principal Investigator

• The Online Extension Request must be completed by the PI from the PI’s LBNL login to be compliant with NIH requirement for online Prior Approval Requests.
• PI and other Key Personnel must maintain their current effort during the no cost extension.  Reduced effort of 25% or greater must have NIH prior approval and must be requested separately in addition to the NCE.  Effort for the PI and LBNL Key Personnel cannot be 0%.
• By submitting the request, the PI agrees .... to provide updated copies of IRB and IACUC approvals as needed prior to the authorization of the extension at LBNL.  The PI further understands that the terms and conditions of the Notice of Grant Award are in full force and effect during the extension period.

Sponsored Projects Office

• The SPO CO will review the Extension request; and if approved, will update in NIH eRA Commons.
• A copy of the Extension request from the PI will be put into the SPO file.  It must include the e-mail header information demonstrating that it was requested by the PI. This may be audited by NIH.
  • To Extend the Period, the SPO CO enters NIH eRA Commons/Extension Page as a Signing Official selects a 12 month, 9 month, or 6 month extension. See instructions here.

• The SPO CO will receive an onscreen confirmation.  In addition, a confirmation e-mail will be immediately sent to the SPO Contracts Officer, the Principal Investigator, the NIH Program Manager and the NIH Grants Management Specialist for the award.
• Once everything is completed, the SPO CO will update the RAPID/Maintain Award/Award Modification Page.  Please see RAPID SPO Award Generation and Management for guidance.
  • The extension will be authorized and the SPAA generated:
    • Attached to the SPAA will be a copy of the NIH eRA Confirmation of the Extension and the PI’s original request.
    • The SPAA and attachments will be distributed by email to the PI, Divisional Staff, Accounts Receivable (ARHelp@lbl.gov), and Budget Office.