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  6. No Cost Extensions (NCE)

No Cost Extensions (NCE)

Directive Statement

Unless otherwise stated in the award conditions or modifications, the original commitments of the Principal Investigator (PI) and all key personnel are expected during the no-cost extension period. For federal agencies where the original budget was broken out by budget period, even if multiple budget periods are awarded at one time (i.e. NSF application for three years funded in full), the commitment should be assumed by individual budget period, not the full award period.

Commitment Guidance is a hands-on guide to assist departments with all aspects of effort commitments.

Reason for Directive

A commitment is reflective of the promise of time/effort made to the sponsor.  This time can be designated over the life of the award, a project period, a budget period, or to specific terms. Most federally funded research programs should have some level of committed effort, paid or unpaid.  This effort can be provided at any time within the fiscal year (summer months, academic year, or both).

Who must comply?

All University Departments.

Procedures

If the commitment was proposed in months (weeks, days or hours)

Time periods are finite amounts.  No additional time is added during the extension period; simply the overall project period under which to meet the commitment is increased.

  1. In UFIRST, Division of Sponsored Programs (DSP) will ensure that time committed in the last budget period is entered with the dates being: start date of the last budget period through end date of the NCE
  2. Cost Analysis will review the entry
    • If the original months commitment has been met, a 1% cost share will be entered in myUFL
    • If the original months commitment has not been met, the commitment will be extended into the myUFL system diluted to include the last funded budget period and the NCE period

If the commitment was proposed as a percentage

The commitment will continue at the proposed percentage level unless a reduction is approved by the sponsor.

  • In UFIRST, a new row will be added for the NCE period to reflect the percentage expectation over just the extension period
  • If there is a change to the quantified commitment during the No Cost Extension, a new row should be entered into UFIRST for the NCE time period

NIH No Cost Extension

Unless explicitly prohibited in the award, no prior approval is required to reduce effort for Senior/Key Personnel (including those named in the Notice of Award (NOA)) during the NCE.

  1. NIH Guidelines 8.1.1.3 – Extension of Final Budget Period of a Previously Approved Project Period without Additional NIH Funds: With the exception of grant programs that have an effort requirement, or where terms and conditions prohibit such reductions, NIH will not require prior approval for the reduction in effort for Senior/Key personnel.  The recipient is reminded that active awards must have a measurable level of effort
  2. Although prior approval is waived, this simply puts the requirement on UF to manage the information.  UF will require that declaration of reduction is submitted as part of the internal NCE request through UFIRST and then passed to Cost Analysis through the normal communication channels

K Award No Cost Extension

The commitment of the K awardees is expected to remain at 75% during a no cost extension.  If there is at any point during the K award a reduction in effort or change in FTE, work with the Division of Sponsored Programs to perform a more detailed review and provide guidance.

Definitions

Commitment

A commitment is reflective of the promise of time/effort made to the sponsor.  This time can be designated over the life of the award, a project period, a budget period, or to specific terms.  Most federally funded research programs should have some level of committed effort, paid or unpaid.  This effort can be provided at any time within the fiscal year (summer months, academic year, or both).

Effort

Effort is the time devoted to a particular activity, expressed as a percentage of the total time spent on UF activities.

No Cost Extension

A no cost extension extends the project period beyond the original project end date.  As the phrase “no cost” suggests, there is no additional funding.

Principal Investigator (PI)

Principal Investigator on a grant, contract, or cooperative agreement.  This person bears the main responsibility for costs that are charged to that agreement.

Last Reviewed

05/01/2020: reviewed content

Resources

Cost Transfers Involving Sponsored Projects Directives and Procedures

Effort Report Flow – How Does the Effort Report Receive Information?

Effort Reporting Activity Categories

NIH Guidelines 8.1.1.3

Toolkits

UF HR Toolkit – Adjusting Committed Effort

UF HR Toolkit – Certifying the Effort of Students and Staff

UF HR Toolkit – Certifying Your Effort

UF HR Toolkit – Entering and Submitting Effort

UF HR Toolkit – Requesting a Proxy Approval Role

UF HR Toolkit – Resolving Discrepancies in Effort Certification

UF HR Toolkit – Understanding the Salary Cap

Contacts

Cost Analysis: (352) 392-5778

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