This page provides an overview of the roles and responsibilities of key individuals that conduct or support research activities at Temple University. Click on the roles below for more information.
To download the detailed roles and responsibilities matrix, click on the link below.
Principal Investigator Roles & Responsibilities
Primary
Proposal Drafting and Development
Develop proposal - Read Sponsor Guidelines, project concept, scientific portion, scope of work
Determine the need for subaward(s)
Review and approve internal route within eRA
Request waiver for any missed deadlines and/or facilities and administrative costs
Non-Competing Continuation Applications/Progress Reports
Develop application / progress reports for non-competing continuation and submit to Preaward
Complete compliance information (IRB, IACUC, COI)
Determine the need for new / modified subaward
Develop carryforward request for approval
Account Setup
Request Advance Account requests
Financial Compliance (Expenditure Monitoring, Oversight, Transaction review)
Communicated with subrecipients to monitor performance
Ensure performance goals are achieved by the subrecipient
Maintain documentation of submonitoring efforts
Effort Reporting Administration/Management
Complete effort reporting requirements
Confirm certified effort is commensurate with actual effort
Account Closeout
Prepare additional documentation for closeout (property/invention statements)
Develop no-cost extension request
Secondary
Proposal Drafting and Development
Enter data into eRA
Submit ERA record for internal routing
Proposal Review and Submission
Review JIT information
Contract Negotiation (Incoming and Outgoing Agreements)
Receive award notice
Financial Compliance (Expenditure Monitoring, Oversight, Transaction Review)
Ensure subinvoices (including final) are received
Effort Reporting Administration/Management
Collect and maintain official records of effort reporting
Monitor compliance with effort reporting policy
Input
Proposal Drafting and Development
Develop proposal- Read Sponsor Guidelines, administrative portion, budget, budget justification
Develop proposal - subawards (LOI, SOW, budget, budget justification, Commitment Form)
Proposal Review and Submission
Revise/correct proposal based on review
Revise/correct Just In Time (JIT) information based on review
Contract Negotiation (Incoming and Outgoing Agreements)
Prepare and send necessary documents for account request
Initiate the preparation of a outgoing subaward
Non-Competing Continuation Applications/ Progress Reports
Review application / progress report for non-competing continuation
Review compliance information (IRB, IACUC, COI)
Prepare subaward documentation and submit request for Subaward/Amendment
Account Setup
Revised budget based on award amount dependent on budget threshold, including carryforward
Confirm compliance approvals are in place (IRB, IACUC, COI)
Financial Reporting
Prepare FSR/FFRs based on sponsor requirements
Invoicing
Communicate sponsor specific requirements
Ensure accuracy of invoiceable information in Banner / recording of receipts
Prepare invoices based on sponsor defined template(s) or milestone
Other Cash Management
Contact sponsors to accelerate payment when necessary
Financial Compliance (Expenditures, Monitoring, Oversight, Transaction Review)
Prepare documentation and justification for cost transfers
Review subinvoices and follow up with any issues before approving for payment
Account Closeout
Review final account reconciliation for accuracy and exclusion of unallowable expenses
Process allowable adjustments or cost transfers
Department Administrator Roles and Responsibilities
Primary
Proposal Drafting and Development
Develop proposal- Read Sponsor Guidelines, administrative portion, budget, budget justification
Develop proposal - subawards (LOI, SOW, budget, budget justification, Commitment Form)
Complete Conflict of Interest documentation
Enter data into eRA
Submit ERA record for internal routing
Review and approve internal route within eRA
Enforce internal submission deadlines
Proposal Review and Submission
Revise/correct proposal based on review
Revise/correct Just-In-Time (JIT) information based on review
Contract Negotiation (Incoming and Outgoing Agreements)
Prepare and send necessary documents for account request
Initiate the preparation of a outgoing subaward
Non-Competing Continuation Applications/ Progress Reports
Prepare subaward documentation and submit request for Subaward/Amendment
Account Setup
Revised budget based on award amount dependent on budget threshold, including carryforward
Invoicing
Communicate sponsor specific requirements
Ensure accuracy of invoicable information in Banner / recording of receipts
Provide requested backup information to sponsor (salary, progress reports)
Financial Compliance (Expenditures, Monitoring, Oversight, Transaction Review)
Prepare documentation and justification for cost transfers
Review/approve PCard transactions
Review subinvoices and follow up with any issues before approving for payment
Approve and process subinvoices for payment
Ensure subinvoices (including final) are received
Ensure all subinvoice charges are entered appropriately
Effort Reporting Administration/Management
Process restricted payroll
Account Closeout
Review final account reconciliation for accuracy and exclusion of unallowable expenses
Process allowable adjustments or cost transfers
Secondary
Proposal Drafting and Development
Develop proposal - Read Sponsor Guidelines, project concept, scientific portion, scope of work
Determine the need for subaward(s)
Complete Conflict of Interest documentation
Request waiver for any missed deadlines and/or facilities and administrative costs
Proposal Review and Submission
Prepare Just-In-Time (JIT) information (Other Support, IRB approval, IACUC approval, etc)
Review Just-In-Time (JIT) information
Contract Negotiation (Incoming and Outgoing Agreements)
Receive award notice
Non-Competing Continuation Applications/ Progress Reports
Develop application / progress reports for non-competing continuation and submit to Preaward
Review application / progress report for non-competing continuation
Complete compliance information (IRB, IACUC, COI)
Review compliance information (IRB, IACUC, COI)
Determine the need for new / modified subaward
Develop carryforward request for approval
Account Setup
Confirm compliance approvals are in place (IRB, IACUC, COI)
Establish documentation of new award
Follow up to ensure all steps are completed on a timely basis.
Financial Reporting
Prepare FSR/FFRs based on sponsor requirements
Invoicing
Prepare invoices based on sponsor defined template(s) or milestone
Financial Compliance (Expenditures, Monitoring, Oversight, Transaction Review)
Ensure performance goals are achieved by the subrecipient
Maintain documentation of submonitoring efforts
Effort Reporting Administration/Management
Complete effort reporting requirements
Collect and maintain official records of effort reporting
Monitor compliance with effort reporting policy
Confirm certified effort is commensurate with actual effort
Account Closeout
Prepare additional documentation for closeout (property/invention statements)
Input
Account Setup
Request Advance Account requests
Invoicing
Sign final invoices
Other Cash Management
Contact sponsors to accelerate payment when necessary
Pre Award Roles & Responsibilities
Primary
Proposal Drafting and Development
Enforce internal submission deadlines (PreAward Team)
Proposal Review and Submission
Review proposal information and Read Guidelines (PreAward Team)
Submit proposal to sponsor (PreAward Team)
Review Just-In-Time (JIT) information (PreAward Team)
Submit Just-In-Time (JIT) information to sponsor (PreAward Team)
Contract Negotiation (Incoming and Outgoing Agreements)
Receive award notice (PreAward Team)
Determine risk level of outgoing subawards (PreAward Subcontract Team)
Negotiate award terms and conditions with sponsor (PreAward Team)
Review final award stipulations for execution (PreAward Team)
Sign award as Institutional Official (AVP-Research Administration)
Issue NOA checklist requesting documents (PreAward Award Setup Team)
Upload executed award, budget and related documents to ERA (PreAward Award Setup Team)
Develop outgoing subaward agreement (PreAward Subcontract Team)
Review outgoing subaward compliance information (IRB, IACUC, COI) (PreAward Subcontract Team)
Negotiate outgoing subaward terms and conditions with subrecipient (PreAward Subcontract Team)
Send outgoing subaward to subrecipient for review and approval (PreAward Subcontract Team)
Receive partially outgoing signed subaward and review for final stipulations (PreAward Subcontract Team)
Sign outgoing subaward as Institutional Official (AVP-Research Administration)
Post executed subaward to ERA (PreAward Subcontract Team)
Non-Competing Continuation Applications/ Progress Reports
Review application / progress report for non-competing continuation (PreAward Team)
Review compliance information (IRB, IACUC, COI) (PreAward Team)
Submit application / progress report for non-competing continuation (PreAward Team)
Prepare and process Subaward/Amendment (PreAward Subcontract Team)
Review / approve carryforward request (PreAward Team)
Submit carryforward request to sponsor (PreAward Team)
Upload Carryforward Approval in ERA (PreAward Team)
Account Setup
Review / approve Advance Account requests (PreAward Team)
Confirm compliance approvals are in place (IRB, IACUC, COI) (PreAward Team)
Enter award data into eRA (PreAward Award Setup Team)
Enter outgoing subaward data into eRA (PreAward Subcontract Team)
Upload award notice/documentation into eRA to feed to imaging (PreAward Award Setup Team)
Financial Compliance (Expenditures, Monitoring, Oversight, Transaction Review)
Perform ad-hoc audits of high-risk subrecipients (PreAward Subcontract Team)
Review corrective action plans for subrecipients (PreAward Subcontract Team)
Internally communicate subrecipient audit findings or corrective actions (PreAward Subcontract Team)
Identify subrecipients that pose a risk per audit findings (PreAward Subcontract Team)
Pre-qualify subrecipients with a review of Single Audit (PreAward Subcontract Team)
Review subinvoices and follow up with any issues before approving for payment (PreAward Subcontract Team)
Maintain documentation of submonitoring efforts (PreAward Subcontract Team)
Account Closeout
Submit final Administrative reports for closeout (PreAward Team)
Review No-Cost Extension request (PreAward Team)
Approve internally or submit No-Cost Extension request to sponsor (PreAward Team)
Enter approved NCE in eRA / feed over to post award (PreAward Team)
Secondary
Proposal Drafting and Development
Develop proposal- Read Sponsor Guidelines, admin portion, budget, budget justification (PreAward Team)
Proposal Review and Submission
Revise/correct Just-In-Time (JIT) information based on review (PreAward Team)
Contract Negotiation (Incoming and Outgoing Agreements)
Prepare and send necessary documents for account request (PreAward Award Setup Team)
Input
Non-Competing Continuation Applications/ Progress Reports
Develop application / progress reports for non-competing continuation and submit to Preaward (PreAward Team)
Account Closeout
Develop no-cost extension request (PreAward Team)
Oversee
Proposal Drafting and Development
Develop proposal - subawards (LOI, SOW, budget, budget justification, Commitment Form) (PreAward Team)
Complete Conflict of Interest documentation (PreAward Team)
Proposal Review and Submission
Revise/correct proposal based on review (PreAward Team)
Prepare Just-In-Time (JIT) information (Other Support, IRB approval, IACUC approval, etc) (PreAward Team)
Contract Negotiation (Incoming and Outgoing Agreements)
Negotiate outgoing subaward terms and conditions with subrecipient (AVP-RA)
Non-Competing Continuation Applications/ Progress Reports
Complete compliance information (IRB, IACUC, COI)
Determine the need for new / modified subaward
Account Setup
Review / approve Advance Account requests (AVP -RA)
Revised budget based on award amount dependent on budget threshold, including carryforward (PreAward Team)
Post Award Roles & Responsibilities
Primary
Account Setup
Review award documentation for account set-up (PostAward Setup Team)
Assign a Grant Number in Banner (PostAward Setup Team)
Set up the Budget in Banner (PostAward Setup Team)
Establish documentation of new award (PostAward Setup Team)
Follow up to ensure all steps are completed on a timely basis. (PostAward Special Projects Team)
Audit Account setup to make sure no errors were created (PostAward Finance Mgr and Grants Mgt Team)
Financial Reporting
Prepare FSR/FFRs based on sponsor requirements (PostAward Finance Mgr and Grants Mgt Team)
Review FSR/FFRs for completeness and accuracy (PostAward Finance Mgr and Grants Mgt Team)
Submit FSR/FFRs to sponsor (PostAward Grants Mgt Team)
Invoicing
Generate invoices from Banner (PostAward Finance Mgr, Grants Mgt Team and A/R Manager/staff)
Review invoices for completeness and accuracy (PostAward Finance Mgr and Grants Mgt Team)
Sign interim invoices (PostAward Grants Mgt Team)
Sign final invoices (PostAward Grants Mgt Team)
Submit invoices to the sponsor for payment (PostAward Grants Mgt Team)
Retain a copy of invoices for institutional record (PostAward Grants Mgt Team)
Other Cash Management
Conduct the LOC draw for all applicable balances (PostAward Director of Cash Mgt)
Liaise with the Controller's Office for cost transfers / and accting questions. (PostAward Director of Cash Mgt)
Manage/collect invoice payments for Accounts Receivable (PostAward A/R Manager and Staff)
Apply payments to AR balances in the financial system (PostAward A/R Manager and Staff)
Process lockbox checks from sponsors (PostAward A/R Manager and Staff)
Continuously monitor outstanding AR (PostAward A/R Manager and Staff)
Review/reconcile A/R, Deferred Revenue and Reserve accounts. (PostAward Director of Cash Mgt)
Monitor and reconcile Grant Cash and Refund Clearing accounts. (PostAward A/R Manager and Staff)
Contact sponsors to accelerate payment when necessary (PostAward A/R Manager and Staff)
Evaluate candidates for bad debt write-off (PostAward Director of Cash Mgt)
Financial Compliance (Expenditures, Monitoring, Oversight, Transaction Review)
Review/approve cost transfer requests (Standard JETs, Labor JETs) (PostAward Director of Cash Mgt, Assoc. Director of Grants and Compliance Mgt/ERS Staff)
Review/approve HR hiring requests on sponsored awards (PCNs / Faculty and Staff hires / Grad RA / Postdoc / Summer Pay / One-Time Payments) (PostAward Assoc Director of Grants)
Review/approve Purchasing requests (Purchase Orders, PCards) (PostAward Assoc Director of Grants)
Review/approve Accounts Payable (Concur Travel and Expense) (PostAward Assoc Director of Grants)
Review/approve Tuition Remission (PostAward Assoc Director of Grants)
Review/approve Participant Support (petty cash, gift cards, ClinCards*) (PostAward Assoc Director of Grants)
Approve and process subinvoices for payment (PostAward Finance Manager)
Coordinate training for internal and department research administrators. (PostAward Assoc Director of Grants and Compliance Manager/ERS Staff)
Effort Reporting Administration/Management
Notify PI/Dept of upcoming Effort Certification (PostAward Compliance Mgr/ERS Staff)
Collect and maintain official records of effort reporting (PostAward Compliance Mgr/ERS Staff)
Monitor compliance with effort reporting policy (PostAward Compliance Mgr/ERS Staff)
Account Closeout
Notify the department of account that is due for closeout (PostAward Grants Mgt Team)
Prepare final account reconciliation for award closeout (PostAward Grants Mgt Team)
Review final account reconciliation for accuracy and exclusion of unallowable expenses (PostAward Grants Mgt Team)
Submit the final financial report/invoice with any additional required documentation to sponsor (PostAward Grants Mgt Team)
Close the account in the financial system (PostAward Assoc. Director of Grants)
Update end date in financial system for approved No-Cost Extension requests (PostAward Grants Mgt Team)
Audit
Correspond with external entity regarding audit (PostAward Director)
Prepare audit response (Post Award Special Projects Team)
Follow up on corrective actions (Post Award Special Projects Team)
Develop and manage internal audit report (Post Award Special Projects Team)
Secondary
Account Setup
Review award documentation for account set-up (PostAward Special Projects Team)
Assign a Grant Number in Banner (PostAward Special Projects Team)
Set up the Budget in Banner (PostAward Special Projects Team)
Establish documentation of new award (PostAward Special Projects Team)
Follow up to ensure all steps are completed on a timely basis. (PostAward Finance Manager)
Financial Reporting
Sign FSR/FFRs as Institutional Official (PostAward Director)
Invoicing
Generate invoices from Banner (PostAward Director of Cash Mgt.)
Prepare invoices based on sponsor defined template(s) or milestone (PostAward Finance Manager and Grants Management Team)
Provide requested backup information to sponsor (PostAward Finance Mgr and Director of Cash Mgt.)
Sign final invoices (PostAward Associate Director of Grants)
Other Cash Management
Conduct the LOC draw for all applicable balances (PostAward A/R Manager/ Staff)
Financial Compliance (Expenditures, Monitoring, Oversight, Transaction Review)
Review/approve Purchasing requests (Purchase Orders, PCards) (PostAward Director)
Review/approve Accounts Payable (Concur Travel and Expense) (PostAward Director)
Review/approve Tuition Remission (PostAward Director)
Approve and process subinvoices for payment (PostAward Director)
Account Closeout
Process allowable adjustments or cost transfers (PostAward Grants Mgt Team)
Update end date in financial system for approved No-Cost Extension requests (Post Award Setup Specialist)
Audit
Correspond with external entity regarding audit (PostAward Director of Cash Mgt and Special Projects Team)
Input
Other Cash Management
Contact sponsors to accelerate payment when necessary (PostAward Grants Management Team)
Evaluate candidates for bad debt write-off (PostAward A/R Manager/ Staff)
Financial Compliance (Expenditures, Monitoring, Oversight, Transaction Review)
Perform ad-hoc audits of high-risk subrecipients (PostAward Compliance Manager/ERS Staff)
Review corrective action plans for subrecipients (PostAward Compliance Manager/ERS Staff)
Coordinate training for internal and department research administrators. (PostAward Director of Cash Management)
Effort Reporting Administration/Management
Complete effort reporting requirements (PostAward Compliance Manager/ERS Staff)
Account Closeout
Prepare additional documentation for closeout (property/invention statements) (Grants Management Team)
Close the account in the financial system (PostAward Finance Mgr and Grants Management Team)
Review No-Cost Extension request (PostAward Finance Mgr and Grants Management Team)
Audit
Prepare audit response (PostAward Finance Mgr and Compliance Mgr/ERS Staff)
Follow up on corrective actions (PostAward Finance Manager)
Oversee
Account Setup
Review / approve Advance Account requests (Associate Vice President, Research Administration)
Review award documentation for account set-up (PostAward Assoc. Director of Grants)
Assign a Grant Number in Banner (PostAward Assoc. Director of Grants)
Set up the Budget in Banner (PostAward Assoc. Director of Grants)
Establish documentation of new award (PostAward Assoc. Director of Grants)
Follow up to ensure all steps are completed on a timely basis. (PostAward Director)
Audit Account setup to make sure no errors were created (PostAward Assoc. Director of Grants)
Financial Reporting
Sign FSR/FFRs as Institutional Official (AVP for RA)
Submit FSR/FFRs to sponsor (PostAward Finance Manager)
Invoicing
Generate invoices from Banner (PostAward Director, and Assoc. Director of Grants)
Communicate sponsor specific requirements (Post Award Grants Management Team)
Sign interim invoices (Assoc VP for Research Admin and PostAward Finance Manager)
Sign final invoices (Assoc VP for Research Admin and PostAward Finance Manager)
Submit invoices to the sponsor for payment (PostAward Finance Manager)
Other Cash Management
Conduct the LOC draw for all applicable balances (PostAward Director)
Manage/collect invoice payments for Accounts Receivable (PostAward Director of Cash Mgt)
Apply payments to AR balances in the financial system (PostAward Director of Cash Mgt)
Process lockbox checks from sponsors (PostAward Director of Cash Mgt)
Continuously monitor outstanding AR, especially aged receivable balances (PostAward Director of Cash Mgt)
Review and reconcile Accounts Receivable, Deferred Revenue and Reserve accounts (PostAward Director)
Monitor and reconcile Grant Cash and Refund Clearing accounts (PostAward Director of Cash Mgt)
Contact sponsors to accelerate payment when necessary (PostAward Director of Cash Mgt)
Evaluate candidates for bad debt write-off (PostAward Director)
Financial Compliance (Expenditures, Monitoring, Oversight, Transaction Review)
Review corrective action plans for subrecipients (AVP for Research Administration)
Internally communicate the results of subrecipient audit findings or corrective actions (AVP for Research Administration)
Identify subrecipients that pose a risk per audit findings (AVP for Research Administration)
Pre-qualify subrecipients with a review of Single Audit in the federal clearinghouse. (AVP for Research Administration)
Application, internal control and monitoring, extension and closeout of gift cards, ClinCards, and petty cash requests. (PostAward Director)
Effort Reporting Administration/Management
Notify PI/Dept of upcoming Effort Certification (PostAward Director of Cash Mgt)
Collect and maintain official records of effort reporting (PostAward Director of Cash Mgt)
Monitor compliance with effort reporting policy (PostAward Director of Cash Mgt)
Confirm certified effort is commensurate with actual effort (PostAward Compliance Mgr/ERS Staff)
Process restricted payroll (PostAward Compliance Mgr/ERS Staff)
Account Closeout
Notify the department of account that is due for closeout (PostAward Finance Manager)
Prepare final account reconciliation for award closeout (PostAward Finance Manager)
Review final account reconciliation for accuracy and exclusion of unallowable expenses (PostAward Finance Manager)
Process allowable adjustments or cost transfers (PostAward Finance Manager)
Submit the final financial report/invoice with any additional required documentation to sponsor (PostAward Finance Manager)
Update end date in financial system for approved No-Cost Extension requests (PostAward Finance Manager)
Audit
Correspond with external entity regarding audit (AVP for Research Administration)
Prepare audit response (AVP for Research Administration)
Follow up on corrective actions (AVP for Research Administration)
Develop and manage internal audit report (AVP for Research Administration)