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Don't Be Sorry : Understanding No Cost Extensions (NCE). OSP Round Table: Grants Management Isn't Child's Play. Topics. Federal extensions ARRA Contracts Private extensions Sub contracts (in coming/out going) Justifications. Federal Awards. Things to consider:

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don t be sorry understanding no cost extensions nce

Don't Be Sorry: Understanding No Cost Extensions (NCE)

OSP Round Table:

Grants Management Isn't Child's Play

topics
Topics
  • Federal extensions
  • ARRA
  • Contracts
  • Private extensions
  • Sub contracts (in coming/out going)
  • Justifications
federal awards
Federal Awards
  • Things to consider:
    • Is there available funding?
    • How long is needed to complete the work?
    • Do we need to rebudget to meet the aims?
    • Do I need to adjust my effort based on remaining work?
    • Is the award under the Federal Demonstration Partnership (FDP) or do we have Expanded Authorities?
federal awards cont
Federal Awards (cont.)
  • If under FDP IV, we can take the extension locally
    • Provide justification to Post-Award Analyst
    • He/she will obtain the necessary approvals
    • Must be within 90 days of the end of the award
    • If award expires, must go through formal procedure
      • Provide written justification
      • Detailed budget
federal awards cont1
Federal Awards (cont.)
  • Office of Sponsored Programs will extend the end date through eRA Commons for NIH awards for up to 12 months
  • Non-NIH federal awards have different requirements
    • Read terms and conditions
    • Read appropriate grant guidelines for sponsor
federal awards cont2
Federal Awards (cont.)
  • Second extension
    • Provide justification and detailed budget
    • OSP will forward to appropriate person
arra extensions
ARRA Extensions
  • Originally, no extensions allowed
  • Policy changed to allow extensions
  • Carry over of funds may be a problem
  • Must be addressed on a case-by-case basis
contracts
Contracts
  • Usually not allowed without very good reason
  • Be specific in justification
private industry awards
Private/Industry Awards
  • Terms and conditions must be consulted in each case
  • May have language indicating that award may be extended unilaterally until all subjects have finished (clinical trial)
  • Agreement may state that it can only be extended by mutually agreed upon conditions
sub contracts
Sub Contracts
  • In-coming
    • UTMB PI should consult with prime PI to determine if an extension is possible
    • Contact your Post-Award Analyst who will work with Contracts
    • Provide justification and budget
sub contracts1
Sub Contracts
  • Out-going
    • If PI determines that he/she wants to approve a sub recipient extension, ask department to provide justification and budget
    • Post-Award Analyst will work with Contracts to obtain an amendment
justification
Justification
  • Justifications should be thorough and specific to the award
  • No generic justification should be used
good examples
Good Examples
  • My science was slow to start (per my annual progress reports) and my woodchucks went into hibernation.
  • I couldn’t locate anyone with the appropriate skill set I needed and work was delayed.
  • My baboons won’t get pregnant.
  • My patients have not all finished their visits for the clinical trial.
poor justifications
Poor Justifications
  • I still have budget left.
  • Even though I have already turned in my final report, I want to spend the money.
  • I was unaware that the funds were available.
  • I haven’t finished the science yet.
questions
Questions?

Contact your

Post-Award Specialist

for more information.

http://research.utmb.edu/osp/about_dept.shtm

409-266-9400

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