Your sponsored project contains a project start and end date that were provided at the time of the award.  Should you find that the project end date needs to be extended due to reasonable circumstances, you may be able to request a no-cost extension from your sponsor.  A no-cost extension is an extension of your end date without additional funding. 

Here are some examples of reasonable circumstances that may require an end date extension:

• Additional time beyond the established expiration date is required to ensure adequate completion of the originally approved project.
• Continuity of sponsor grant support is required while a competing continuation application is under review.
• The extension is necessary to permit an orderly phase out of a project that will not receive continued support.

At the University of North Dakota, there is a procedure for requesting a no-cost extension.  Your request should start with the Research Administration office, and should include a written letter or an e-mail requesting a no-cost extension.  This request should include:

1. The UND project number.

2. The sponsor's award number.

3. The sponsor's contact information (name and e-mail address).

4. The new estimated end date.

5. The current budget balance.

6. A narrative explaining why the extension is needed.  This narrative should be written as if you were writing your Program Officer requesting an extension.

7. If subcontracts have been issued by UND, and require an extension, please indicate and provide the necessary information and justification similar to above.

This written request needs to be reviewed by Research Administration, Grants & Contracts Administration, and the Research Development & Compliance Office.  The coordination of this review will be handled by the Research Administration office.

Once all parties have reviewed your request, the Research Development & Compliance office will forward your request to the sponsor. 

Should your request be approved, the sponsor will issue a formal amendment to your award notice containing the new end date as well as a revised final reporting schedule.  These final reports will change based upon the revised end date.

There may be limitations on the sponsor’s ability to offer grant extensions, therefore it is not guaranteed that your request for a no-cost extension will be approved.  

The fact that funds remain at the expiration of the grant is not, in itself, sufficient justification for an extension without additional funds!

No-cost extension requests need to be done at least 30-days prior to the end date of the project!

Here is a link to a sample no-cost extension letter:

No-Cost Extension Letter - Sample

Here is a link to a sample no-cost extension e-mail:

No-Cost Extension E-Mail - Sample