No-Cost Extensions

If project work is ongoing and funds remain available, an extension may be appropriate. Consider:

• Funds available to cover expenses
• Timing of the request
• Approvals required (internal and sponsor)

• Submit a request 3–4 weeks before the award expiration date.
• Submit earlier if sponsor prior approval is required.
• Check award terms: some sponsors require prior approval, others do not.

Common reasons for requesting an extension include:

• Completing the original project objectives
• Continuity of support while a competing renewal is under review
• Completing phase-out activities for a project with no continued support

Federal Grants

• Many federal grants allow UMB to approve one internal extension of up to 12 months. Request the full 12 months.
• Subsequent extensions require sponsor approval.
• Justification must be included. Use the agency’s online form if available; otherwise, submit the signed form to SPA.
• NIH: eRA Commons Prior Approval instructions (video or transcript available)
• NSF: No cost extension process for NSF

Clinical Study Agreements

• Many do not have a set end date. Project dates in Quantum can be extended internally while the study is active. Submit the signed form to SPA for internal approval.

Sponsor Approval

• Some awards (including subawards and corporate agreements) require a formal sponsor approval request.
• PI drafts a letter or email to the sponsor justifying the extension (sample letter linked).
• Forward the request to SPA for institutional signature and submission.
• The same process applies for late requests or second extensions for federal grants.

• Forward sponsor approval documentation to SPA via email. Include project, sponsor, PI, and new end date.
• SPA will request additional information if needed, then process and forward to Sponsored Projects Accounting and Compliance (SPAC) to update Quantum.

If the UMB award has been extended and after the project has been updated in Quantum, the PI can initiate a no-cost extension for subawards using the Subaward Request form.

See also Subrecipient and Vendor Management. 

Start a New UMB NCE Request

KB NCE Request Instructions

No-cost extension sample letter

Start an Award Modification Request

Award Modification