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POLICY

No-Cost Extension Policy for Sponsored Programs

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It is the policy of New York University (NYU, “the University”) that all costs proposed or incurred on a sponsored project must comply with sponsor terms and conditions, NYU policies and procedures, and applicable Federal, state and local regulations. The Principal Investigator (PI) is ultimately responsible to ensure appropriate financial management and compliance with sponsor terms and conditions, including those associated with no-cost extensions.

Purpose of this Policy

The purpose of this policy is to assist PI's, schools, departments, units and personnel of the University to effectively manage the finances of sponsored program awards by providing guidelines and procedures for obtaining no-cost extensions.

Scope of this Policy

This policy is applicable to all schools, departments, units and personnel of the University involved in administering sponsored awards.

Procedures for Implementation

PI's or their designees must obtain approval for a no-cost extension from the Office of Sponsored Programs (OSP). OSP will contact the sponsor for approval of the no-cost extension.

To initiate a one-time extension of the award expiration date of up to 12 months, the sponsor must be notified of the extension at least ten days prior to the original termination date. This extension may not be exercised merely for the purpose of using any unobligated balance.

Making a Request under the Prior Approval System (PAS)

  • Internal prior approvals (including requests for no-cost extensions) will be made on an Request for OSP Action Form. Click here for instructions and click here for the Request for OSP Action form.
  • Approval for any changes must be received prior to implementing those changes. Generally, requests for approval of changes that have already occurred will not be reviewed and cannot be approved by the University.
  • The OSP Projects Officer must be consulted before submitting the Request for OSP Action form.
  • A no-cost extension must be approved in advance of the original date of project termination, to allow adequate time for sponsor notification under the terms and conditions of the award.
  • The signatures of the PI, Department Chair/Designee, Dean/Designee and OSP are required to complete the PAS approval.
  • PI’s should complete and sign the Request for OSP Action form(s) before securing the signatures of the department chair and Dean or Dean’s designee. The request is then submitted to the Director of Sponsored Programs in OSP for final approval.
  • Each request must include a detailed justification explaining the reason for a deviation from the original, approved budget and/or work plan.
  • Each request will be reviewed for appropriateness in relation to the objectives of the project and for compliance with the regulations, policies and procedures of both the University and the sponsor.
  • Once a PAS request has been approved, Sponsored Programs Administration (SPA) will be notified, and the appropriate changes will be reflected in Budget Summary Report (BSR).
  • PI’s should refer to specific terms and conditions from the sponsor that may be attached to the initial award letter or award notice for further details on budget restrictions and/or post-award changes.

Making a Request to the Awarding Sponsor

Those changes requiring approval from the sponsor should be described in a letter from the PI to the appropriate sponsor official. The Director of Sponsored Programs in OSP will review each request. The letter must be approved/signed by both the PI and OSP Director. Once the letter has been approved, the Office of Sponsored Programs will then forward the request to the sponsor.

Click here to download the full Policy PDF

Notes
  1. Dates of official enactment and amendments: 09/01/13
  2. History: blank
  3. Cross References: blank

About This Policy

Effective Date: September 01, 2013
Supersedes: N/A
Issuing Authority: Sponsored Programs Administration
Responsible Officer: Assistant Vice President for Post-Award Administration

 

Federal Regulations

 


NYU Approach and application of this policy, related resources and more available in the Handbook.

Sponsored Programs Administration Post-Award Handbook

NYU Approach and application of this policy, related resources and more available in the Handbook.
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