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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. 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)

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  1. Don't Be Sorry: Understanding No Cost Extensions (NCE) OSP Round Table: Grants Management Isn't Child's Play

  2. Topics • Federal extensions • ARRA • Contracts • Private extensions • Sub contracts (in coming/out going) • Justifications

  3. 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?

  4. 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

  5. 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

  6. Federal Awards (cont.) • Second extension • Provide justification and detailed budget • OSP will forward to appropriate person

  7. 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

  8. Contracts • Usually not allowed without very good reason • Be specific in justification

  9. 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

  10. 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

  11. 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

  12. Justification • Justifications should be thorough and specific to the award • No generic justification should be used

  13. 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.

  14. 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.

  15. Questions? Contact your Post-Award Specialist for more information. http://research.utmb.edu/osp/about_dept.shtm 409-266-9400

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