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No Cost Extension Requests
Principal Investigators may submit their no cost extension requests directly to DSR via e-mail, for those awards where the Division of Sponsored Research (DSR) has the ability to approve a no cost extension, with the exception of awards administered by Engineering and IFAS.
This new e-mail process replaces the current paper process using the FDP Form or memo equivalent. In addition, DSR no longer requires having on file the Department Chair's and Dean's endorsement on such extension requests.
Examples of grants and agreements where e-mail requests can be used
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Federal Grants under FDP or Expanded Authorities (NIH, NASA, ED, DOE, EPA, NOAA)
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Unrestricted Accounts (Miscellaneous Donors, Multiple Sponsor)
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Clinical Trials (if allowed by the terms of the agreement)
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For the NSF, the request is made using the NSF FastLane system located at https://www.fastlane.nsf.gov/fastlane.jsp
General Guidelines
DSR, at the request of the principal investigator, may extend the final budget period of a project one time for a period not to exceed (12) twelve months beyond the original expiration date, as long as there will be no change in the project's originally approved scope or objectives, and at least one of the following applies:
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Additional time beyond the established expiration date is required to ensure adequate completion of the originally approved project.
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Continuity of Sponsor grant support is required while a competing continuation application is under review.
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The extension is necessary to permit an orderly phase out of a project that will not receive Continued support.
The fact that funds remain at the expiration of the grant is not, in itself, sufficient justification for an Extension without additional funds.
An award that contains a zero funds balance will not be extended.
Submit Request To
No cost extension requests can be submitted to ufawards@research.ufl.edu.
If you are working with a Senior Grants Specialist you may e-mail them directly. E-mail addresses for DSR staff can be obtained by clicking here.
Procedures and Required Information
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The Principal Investigator (PI) must transmit the request. Please include title, college and department, telephone number, fax number and e-mail address.
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In the subject line of the e-mail you should include the following:
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No Cost Extension Request for UF account number ________________.
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In the body of the e-mail please provide the following information:
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Sponsor
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Sponsor Award Number
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Current Expiration Date
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Length of Extension
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Scientific/Programmatic Justification explaining the need for the extension of time. This narrative should be written as if you were writing your Program Officer requesting an extension. In the case of Federal grants, DSR forwards this narrative section (as provide by the PI) to the awarding agency.
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If subaccounts or subcontracts have been issued under the prime account and require an extension please indicate and provide the necessary information and justification similar to above.
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All e-mail requests and actions taken will be available in the DSR grant file for future reference. For those grants that are extended DSR issues a NOA extending the UF Account.
Your Assistance is needed to meet Deadlines
When extending a federal grant DSR must provide written notification of such extension to the federal sponsor's Grant Officer. This notification includes the supporting reasons for the justification, and must be received by the agency at least (10) ten days prior to the original expiration date of the award.
If this notification deadline is missed, DSR may not exercise its ability to extend the grant, without the sponsors approval.
DSR would appreciate extension requests be submitted 30-days prior to the grant's current expiration date. This allows plenty of time to meet our deadlines.
Questions
If you have any questions regarding No Cost Extensions, please contact DSR Awards Administration at 392-5991.