Prior Approval: No Cost Extension

Prior Approval: No Cost Extension


Welcome to this tutorial on electronically
submitting a No Cost Extension (NCE) request for a grant through eRA Commons’ Prior
Approval Module. A No Cost Extension is a request to extend the
time of a project period and/or budget period to complete the work of the grant under that
period, without seeking additional Federal funds. A No Cost Extension request can only be
initiated and submitted by a Signing Official
(SO). Requests through the Prior Approval option can
only be initiated under these criteria: The Grant has previously had a No Cost
Extension and less than 90 days remain before
the project period End Date. The Grant has previously had a No cost
Extension, and the application is within 270 days after the
project period end date has passed, but the
grant has not been closed. The Grant does not have an expanded authority
and less than 90 days remain before the project
period end date. The Grant does not have an expanded authority, and the grant is within 270 days after the project
period end date has passed, but the grant has
not been closed. A No Cost Extension request cannot be initiated
under these 3 circumstances: When you have never requested a NCE under
expanded authority and you are within 90 days
of the project end date. In this case, the NCE will be processed
normally through the Extension link in Status. When the grant is closed. When the grant is a fellowship grant. Accessing the functionality starts with logging
into eRA Commons. Once logged in, SOs need to navigate to the
Prior Approval tab on the top navigation menu. The SO will see an option to initiate a request in
the box to the left. The SO will have a box for Existing Prior
Approval Requests under which the List my Requests and Search
for Requests buttons will be available. List my Requests will display any requests that
were initiated and are waiting for the SO to
complete further processing, or for approval so it can be submitted to NIH.
SOs can search for any Prior approval request
through the Search for Request page. If the request has still not been submitted to
NIH, users can modify and submit their request and if the request has already been submitted to
NIH, they can view the history of the request type and
also view the request PDF submitted to NIH. To initiate a No Cost Extension request the SO
will go to the Initiate a Prior Approval Request
box. In the field for request Type, they will select No
Cost Extension request and then click the Go
button. The system will generate a list of eligible grants
for No Cost Extension. The results are displayed in a table showing the
Grant number, Project Title, Contact PD/PI
name and Budget Period End date. Because SOs manage all the applications and
grants, they also have two text filter fields at the top of
the screen they can use to narrow the results
even further. Once the grant is found, the SO will click on the
radio button to the far left to select the grant. Once that is done, the Initiate No Cost
Extension Request button becomes active.
Clicking the button starts the request. This will open the Prior Approval Request No
Cost Extension form. The Application Information section will display
the applicants information like “PD/PI User ID,
Name of PD/PI, Grants Management specialist details, Program
Official details, the Grant number, Application title, Institution Name, Budget
Period and Project Period. In the Request Detail section, it will display the
Request ID (a system generated ID number); The Number of Months the SO would like the
project to be extended. The system will then automatically update the
Proposed Budget Period End Date and the
Proposed Project Period End Date fields. If there is any unobligated award money
remaining, that amount is entered into the
Amount of Unobligated Balance field. The SO must also specify of the PI is to
maintain measureable effort during the extended
period by selecting either Yes or No from the drop
down for the corresponding Measureable Effort
field. For grants where human subjects or vertebrate
animal are involved, the IRB or IACUC approval
date will need to be completed. The SO can upload only 1 pdf document for
each of the following sections: Progress Report; Budget Document; and
Justification Document. Each document cannot
exceed 5MB in size. The exact details of what will be needed in these
uploaded files will be outlined by the awarding
IC. To upload a file, click the Upload button;
navigate to the desired document and select the
document. When the upload is complete, you will see a
green box appear above the Upload button to
indicate a successful upload. The name of the file will be displayed below,
along with the date it was uploaded. You can review the file by clicking the View
button, or remove the file by clicking the Delete
button. Hitting the Cancel button will bring you back to
the Prior Approval screen, after confirming that
you agree to lose any unsaved data. If there is still more work to be done before
submitting to the agency, the Request can be
saved “as is” by clicking the save button. You will see a green confirmation message at
the top of the screen when the save is complete. The SO can now submit the request to the NIH
by clicking the Submit button which changes the status of the request to “Submitted
to Agency”. Once the request has been submitted a PDF
document is generated based on the request
submitted. This PDF document can be viewed in Search for
request tab. A notification is sent to the SO, GMO and PO of
the grant when the No Cost Extension request
is submitted to NIH. This concludes the tutorial on electronically
submitting a No Cost Extension request for an
grant through eRA Commons. A number of resources are available to you
should you need assistance with this process. Screen help is available by clicking on the
question mark on the Prior Approval screens. If you still have questions about submitting No
Cost Extension requests electronically, contact
the eRA Service Desk. Thanks for watching.

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