Event 18
Dr. Brown needs more time to complete remaining project activities. Marcus must review whether a no-cost extension is appropriate, whether enough approved work remains, and whether the remaining funds can support the extension period.
Story Background
The project is approaching its scheduled end date. Much of the Community Access to Preventive Healthcare Initiative has been completed, but not everything is finished.
Dr. Brown wants additional time to complete final community outreach activities, finish data collection follow-up, receive final CHAN documentation, and prepare the project’s final reports.
She is not asking for additional funding. Instead, she wants to extend the project period so the remaining approved work can be completed using funds already awarded.
The question is not simply whether money remains. Marcus must help determine whether additional time is needed to complete approved project work and whether the request can be routed through the required sponsor process before the project period ends.
Trigger Issue
Hi Marcus,
We are approaching the end of the current project period, and I would like to request a no-cost extension.
We do not need additional funds, but we do need additional time to complete final outreach activities, reconcile CHAN’s remaining work, and finish the final data collection follow-up.
Can you help determine what we need to submit and whether our remaining funds can support the extension period?
Thank you,
Dr. Aneka Brown
Training Concept
A no-cost extension extends the project period without adding new sponsor funds. It may be appropriate when more time is needed to complete approved project activities. It should not be used simply because money remains.
Additional time added to the approved project period so remaining work can be completed.
The sponsor does not provide new money. The project uses remaining awarded funds.
The request should explain what approved project activities still need to be completed.
Having money left is not a sufficient reason to extend an award.
The request should explain why the extension is needed and how the time will be used.
The Notice of Award or sponsor guidance determines the process, deadline, required content, and approval path.
What Marcus Reviews
Identifies whether a no-cost extension is allowed and what sponsor approval process applies.
Shows what activities are complete, what remains, and when the remaining work can reasonably be finished.
Confirms whether the project has enough unobligated funds to support the extension period after pending obligations are considered.
Helps Marcus determine whether subrecipient work, invoices, final reports, or closeout documentation are still pending.
Identifies the reports, data, community activities, and closeout items that remain unfinished.
Explains why additional time is necessary to complete approved work and how the extension period will be used.
Extension Review
No-Cost Extension Snapshot
Marcus must show that the extension is needed for project completion, not just because the project has funds left.
Marcus’s Analysis
Marcus confirms that the remaining activities are part of the approved project and not new scope.
The request should explain the reason for the delay or unfinished work in a clear, factual way.
Marcus reviews remaining funds, pending costs, payroll needs, subrecipient costs, and closeout expenses.
New reporting dates, final deliverables, and closeout timelines may change if the extension is approved.
If CHAN has remaining work, the subaward timeline may also need review.
Marcus checks the deadline, form, justification, signatures, and institutional routing path required before submission.
Decision Point
Dr. Brown asks for additional time to complete final project activities. The project has remaining funds. What should Marcus recommend?
Resolution
Marcus determines that the request has a reasonable administrative basis because approved work remains, the remaining funds can support the proposed extension activities, and the request can be submitted before the sponsor deadline. The request still needs to follow the required institutional and sponsor process.
No-Cost Extension Review Notes
A strong no-cost extension request explains what remains, why more time is needed, how existing funds will be used, and how the project will reach completion.
Common Misconceptions
The extension must follow sponsor requirements and be justified by remaining approved work.
Remaining funds alone do not justify an extension. The project must need time to complete approved activities.
Sponsors usually require extension requests before the project end date. Marcus must check the deadline and process early.
Year 3 Connection
A no-cost extension can help the project finish responsibly, but it also affects reporting deadlines, subrecipient timelines, remaining funds, and closeout planning.
The team needs a clear plan for what will be completed during the extension period.
Marcus must confirm that funds are sufficient and appropriate for the planned extension activities.
If the sponsor approves the extension, final reporting and closeout dates will move.
Resources
These references show why no-cost extension requests require more than a remaining balance. A post-award research administrator should review the award terms, confirm what approved work remains, validate available funds, coordinate with the appropriate institutional office, and route the request through the sponsor’s required process before the current project period ends.
The Notice of Award identifies sponsor-specific rules for project period changes, extension authority, request deadlines, required documentation, and approval conditions.
Connection to Event 18: Marcus must confirm the sponsor process before helping prepare or route the no-cost extension request.
This section matters when a project needs changes to the approved budget, program plan, or project period. Depending on the award terms, a no-cost extension may require sponsor notification or prior approval.
Connection to Event 18: Marcus reviews whether extending the project period requires sponsor approval before the team continues work beyond the current end date.
A remaining funds report helps confirm whether unobligated funds are actually available after pending payroll, subrecipient costs, open obligations, final invoices, and closeout expenses are considered.
Connection to Event 18: Marcus reviews whether the remaining funds support the approved work planned for the extension period.
An extension work plan explains what approved activities remain, why additional time is needed, who will complete the work, what timeline applies, and what deliverables will be completed during the extension period.
Connection to Event 18: the work plan explains why additional time is needed and shows that the extension supports approved project work, not new scope.