Synopsis
A no-cost extension allows a PI or PD to complete the original scope of work without additional funding from the sponsor. Sponsors do not allow extensions merely to spend an unobligated balance on an award. A first no-cost extension typically requires the approval of ORS only. Second no-cost extensions always require the sponsor's approval. The ORS New Award Notification indicates whether a first no-cost extension requires sponsor approval or not. If permission is required prepare a letter, signed by the principal investigator, as outlined below.
PostAward Procedure
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PROCEDURES: ROLES AND RESPONSIBILITIES
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DEPT
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:: Checks the ORS New Award Notification for sponsor's no-cost extension requirement.
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If sponsor approval is required...
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If sponsor approval is not required...
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DEPT
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:: Writes letter requesting permission to extend the project end date
:: Sends letter to ORS
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DEPT
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:: Sends an email to ORS requesting approval for a no-cost extension
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ORS
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:: Reviews the letter and confirms the terms and conditions
:: Co-signs letter and returns to DEPT
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ORS
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:: Confirms the terms and conditions
:: Reviews and approves the request
:: Notifies the sponsor and sends to OSP
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DEPT
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:: Forwards request to sponsor
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ORS
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:: Receives sponsor's approval
:: Notifies the DEPT
:: Sends to OSP
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OSP
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:: Revises SAP R/3 to reflect the new project end date
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DOCUMENTATION: OFFICES OF RECORD
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ORS
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:: Keeps record of approval in award file
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OSP
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:: Keeps record of approval in award file
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SPECIAL NOTES
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For a first no-cost extension the request must include two statements: 1) a brief description of the work that remains to be done; and 2) the level of effort of the PI during the extension.
A second no-cost extension must include four statements: 1) a brief description of the work that remains to be done; 2) the level of effort of the PI during the extension; 3) the approximate unobligated balance; and 4) a budget for the extension period.
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