Extensions

Each Request must be responded to within 30 days. If this deadline cannot be met, the deadline can be extended under three conditions:

The Request is for a large number of records or requires searching a large number of records, and meeting the original time limit would unreasonably interfere with the operations of the government institution.

Consultations are necessary to comply with a Request that cannot reasonably be completed within the original time limit.

The Request involves a voluminous amount of records that must be located, compiled, and reviewed.

Every Request is assigned a Target Date. All dates and decisions are tracked and stored in the Request Action History. You can then submit the extension request for approval. In certain circumstances, the time limit may be extended for a maximum of 30 days.

The Due Date calculation is based on how the Calculate Target Date Using option was configured under Administration > System Configuration > Request Configuration. The two configuration options are Calendar Days and Business Days.

Additionally, if the Apply Configured Holidays When Calculating Target Date checkbox is selected, it will enable the system to access your holiday table (within Administration > Lookups > Holidays) and counts holidays as non-working days in Request “target date” calculations. If unchecked, the system will ignore the holiday’s table when determining the Request Target Date.

When the system is configured for business days, weekends will be used as non-working days while determining the Request Target Date. When the system is configured for calendar days, there will be no non-working days (either holidays or weekends) considered in the determination of the Request Target Date.

NOTE: Extensions cannot be performed when the Request status is "Closed', "On Hold-Need Info/Clarification", or "On Hold-Fee Related".

Due Date Calculation with Extensions

ATIPXpress recalculates the due date of a Request from a fixed starting point each time an extension decision is recorded. The base of every calculation is the Received Date plus the original processing days, taken before any weekend or holiday adjustment. The adjustment applies to the date that is displayed, not to the value the next calculation starts from.

• Every extension in Approved or Completed status contributes its full number of days, whatever its type.

• Extensions in Pending or Denied status contribute no days.

• Several extensions on one Request are added together, and no extension type replaces, competes with, or discounts another.

• Each decision triggers a complete recalculation from the original due date, or from the clock start date once the clock has been stopped and restarted, using the full current list of approved extensions.

• Reversing or denying an extension that was previously approved recalculates the due date from the remaining approved extensions, which can move the due date earlier and can leave the Request overdue.

The previously displayed due date is never used as the starting point for the next calculation, so approving a second extension does not add its days to the date produced by the first.

NOTE: A recalculated due date that falls in the past is retained, and the Request stays flagged as overdue. The due date is never moved forward to the current date to clear the overdue status.

A due date that lands on a weekend or on a configured public holiday moves forward to the next business day. The adjustment is applied once, to the final calculated date, and the days it adds are not carried into any later calculation.

NOTE: Extension days under Section 9 are counted as calendar days regardless of extension type. Business-day counting applies to the weekend and holiday adjustment and to the days counted from the Received Date to the date the clock was stopped.

The Due Date Breakdown section on the Request Information tab lists each extension and the due date that resulted from it. See Create, Edit, and Delete a Request for more information.