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OPAS/No-Cost Extensions

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 second extensions or for any extension with an agency with which OSU does not have expanded authority (see list of expanded authority agencies below for reference), a letter must also accompany the OPAS form and be signed by the PI and countersigned by OPAA.  A sample template letter is available (click here to view) for PIs who wish to use it.

For information on using the OPAS form to request a pending index, click here.

General Rule:
Grantee (1st) no-Cost Extension for agencies with Expanded Authority (NSF, NASA, USDA-NIFA (formerly CSREES), NOAA, NIH/PHS, ONR, AID, ARO, DOE, DOT, EPA and US-ED) (For links to agencies, see GCG Manual 103.  For these cases, OSU may approve a one-time, no-cost extension of up to 12 months beyond the original expiration date of the grant or cooperative agreement (not contracts). Review of request will consider summary of progress, estimate of funds remaining, and plans for the completion of the project. Such 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 phase out 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.

A signed OPAS/No-Cost Extension form may be sent electronically to the OPAA Grant Accountant for a Grantee (1st) No-Cost extension processed under expanded authority. Also, notify your Business Center Grant Accountant.

Deadlines: Extension requests should be submitted to OPAA no later than 30-days prior to the grant's current expiration date. This allows adequate time to meet our deadlines. Upon internal approval of an extension, OPAA must provide written notification to Federal Agency's Grant Officer. This notification must be received by the agency at least (10) ten days prior to the original expiration date of the award. (Exception: Army Research Office: OSU must notify ARO within 30 days of the extension). - If this notification deadline is missed, OPAA may not exercise its ability to extend the grant without the sponsor's approval.


For USDA-NIFA (formerly 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.

For ONR: Complete the OPAS/No-Cost Extension form and forward to the
OPAA Grant Accountant
for review and processing. Upon internal approval, the Assistant Director Business Affairs/OPAA will forward the request to ONR via e-mail.  No-Cost Extensions cannot be processed under expanded authority if the award is past the end date. If the expiration date has passed, complete the OPAS/No-Cost Extension form; attach a letter on letterhead requesting an extension from the granting agency and include an explanation for the request. The letter should be signed by the PI and include a blank line so that it can be countersigned by the Assistant Director Business Affairs/OPAA. Forward to the OPAA grant accountant. OPAA will ensure that the request is forwarded to the sponsoring agency. For NSF, submit in FastLane as an NSF approved request. 

Extensions for Agencies without Expanded Authority: OSU is not authorized to approve no-cost extensions for agencies other than those stated above. Therefore, in all cases, these requests must be approved by the granting agency.  In these cases, complete the OPAS/No-Cost Extension form; attach a letter on letterhead requesting an extension from the granting agency and include an explanation for the request. The letter should be signed by the PI and include a blank line so that it can be countersigned by the Assistant Director Business Affairs/OPAA. Forward to the OPAA grant accountant for review and processing. OPAA will ensure that the request is forwarded to the sponsoring agency.

REQUESTS FOR ADDITIONAL NO-COST EXTENSIONS - (Must be submitted to OPAA 60 days prior to the award's expiration date.) In all cases, these requests must be approved by the granting agency. Please enter the request in FastLane for NSF and Grants Online for NOAA.  For all other agencies, forward the OPAS/No-Cost Extension form to the OPAA grant accountant (indicating that it is not a first extension) and  attach a letter on letterhead requesting an extension from the granting agency and include an explanation for the request.  The letter should be signed by the PI and include a blank line so that it can be countersigned by the Assistant Director of Business Affairs/OPAA.