Business Affairs

Note: Organizational Prior Approval System (OPAS) forms can be used to seek a no-cost extension on an award when OSU has expanded authority with the sponsor (see the list below) or to request a pending index. Below you will find information on seeking a no-cost extension. For information on using the OPAS form to request a pending index, click here.

General Rule:

OSU may approve a one-time no-cost extension up to 12 months beyond the original expiration date of the grant. The request must be made 45 days prior to the current expiration date of the grant. Review of the request will consider summary of progress, estimate of funds remaining, and plans for the completion of the project. An extension may be made when one of the following applies: (a) additional time is required to assure completion of the originally approved project scope or objectives; or (b) continuity of grant support is required while a competing application is under review; or (c) the extension is necessary in order to permit an orderly phaseout of a project that will not receive continued support. The fact that funds remain in the grant is not, in itself, justification for a no-cost extension. The Office of Post Award Administration must notify the appropriate agency's grants office of an extension at least 10 days prior to the original expiration date, so submitting requests in a timely manner is critical.

Extensions using OPAS:

For awards under agencies with which OSU has expanded authorities (see list of agencies below), principal investigators may use the Organizational Prior Approval System (OPAS) to extend awards, without obligating the agency to additional funds, for up to 12 months. No prior approval by the granting agency is necessary for grants and cooperative agreements. The general rule (above) applies and a reasonable justification for the need for the extension must be given on the OPAS form.

Agencies who have granted OSU expanded authorities include the following: AID, EPA, NSF, NASA, NEH, PHS, USDA-PNW, and the U.S. Departments of Energy, Education, and Transportation. Additionally, expanded authorities have been awarded OSU by USDA-CSREES and NOAA, but additional restrictions and/or requirements apply. These include:

For USDA-CSREES - OSU may approve a first-time no-cost extension of up to 12 months on a grant, up to a maximum award period of five years. The award period will commence as of the effective date cited in the grant, unless a pre-award period has been previously approved. In that case, the date the first pre-award cost has been incurred is considered the start date of the potential five year award period. Second no-cost extension requests must include (1) the length of additional time required to complete project objectives and a justification for the extension, (2) a summary of progress to date completed on a USDA-CSREES AD-421 form, (3) an estimate of funds expected to remain unobligated on the scheduled expiration date, and (4) a projected timetable to complete the portion of the project for which the extension is being requested.

For NOAA - Requests for a one-time no-cost extension of up to 12 months beyond the original expiration date must be made at least 30 days prior to current expiration of the grant and must include a budget, statement of work, and verification that funds will be used only to support approved activities. See general rule above for review criteria. OSU must notify NOAA 30 days prior to the original expiration date.

For Army Research Office - See general rule. OSU must notify ARO within 30 days of the extension.

All other (non-OPAS) agencies:

OSU is not authorized to approve no-cost extensions for other agencies or contracts. A letter requesting the extension, co-signed by the PI and the Manager of Post Award Administration, should be forwarded to the agency's grants officer for approval. When submitting a non-OPAS no-cost extension, please work with the OPAA grant accountant assigned to that agency to ensure communication of intent and status of the extension request.