Temple policy generally limits PI status to full-time faculty and designated research roles. Exceptions may be requested through a formal approval process using the Temporary PI Status Request.

• Sponsor eligibility requirements must always be reviewed first
• Institutional eligibility may vary depending on the solicitation
• If eligibility is unclear, consult Research Administration before proceeding

Budgets may include:

• Personnel (faculty, staff, students)
• Materials and supplies
• Equipment (typically > $5,000 per unit)
• Travel
• Subawards
• Participant support costs
• Other direct costs

Indirect Costs (F&A):
These support institutional infrastructure and are applied according to Temple’s federally negotiated rate unless otherwise specified by the sponsor.

Cost bases may include:

• Modified Total Direct Costs (MTDC)
• Total Direct Costs (TDC)

Off-campus rates may apply depending on where work is performed.

In limited cases, a PI may request a waiver if internal deadlines are not met.

• Requests are submitted through the institutional system
• Require approval from department and research leadership
• Email requests are not accepted

Refer to the Forms, Policies & Procedures Library for waiver forms and tools.

It may not always be clear whether funding should be classified as a gift or a grant.

Indicators that an award is likely a grant include:

• Required financial or technical reporting
• Defined deliverables
• Terms and conditions

If uncertain, consult the Office of Research Administration.

When including external partners, it is important to determine the appropriate relationship:

Subrecipient
Performs a substantive portion of the project scope.

Vendor
Provides goods or services in support of the project.

Consultant
Provides specialized expertise on a limited basis.

These distinctions affect budgeting, compliance, and documentation requirements.

Researchers may need to request:

• NIH Commons ID
• Research.gov account

Access requests are available through the Forms, Policies & Procedures Library.

The PI is responsible for the overall scientific and programmatic direction of the proposal.

Key responsibilities include:

• Defining the scope of work and research objectives
• Identifying appropriate funding opportunities
• Ensuring alignment with sponsor priorities and requirements
• Preparing and reviewing the technical and narrative components of the proposal
• Confirming the accuracy of all proposal content, including budget assumptions and effort commitments
• Identifying collaborators, subrecipients, or consultants as needed

The PI is ultimately accountable for the integrity and completeness of the proposal.

The department or unit provides administrative and financial support throughout proposal development.

Key responsibilities include:

• Assisting with budget development and documentation
• Coordinating internal approvals and routing requirements
• Supporting completion of institutional and sponsor-required forms
• Ensuring alignment with departmental and school-level policies
• Facilitating communication between the PI and Research Administration

Departments often play a critical role in ensuring proposals are prepared and routed on time.

Research Administration provides institutional oversight and ensures that proposals comply with sponsor, federal, and university requirements.

Key responsibilities include:

• Interpreting sponsor guidelines and advising on submission requirements
• Reviewing budgets for compliance with cost principles and institutional policies
• Verifying eligibility (PI and institutional)
• Reviewing proposals for completeness and compliance prior to submission
• Managing internal routing and institutional approvals
• Submitting proposals to sponsors on behalf of the institution
• Advising on complex elements such as subawards, cost sharing, and compliance requirements

Research Administration is responsible for final institutional review and official submission.

Proposal development is iterative and requires coordination across all roles.

• The PI leads the intellectual development of the project
• The department supports administrative preparation and internal coordination
• Research Administration ensures compliance, accuracy, and submission readiness

Early and ongoing communication across all parties is essential. Delays in engaging Research Administration, incomplete information, or unclear responsibilities can affect timelines and may jeopardize submission.

The policy of Temple University is that only full-time faculty members and designated administrative research positions may routinely serve as Principal Investigators on sponsored programs. Exceptions to this policy are available per this administrative regulation; requests for an exception may be made using the Temporary Principal Investigator Status Request. Read the PI Policy on the Research Administration Policies & Procedures page.

OVPR provides funding through recognizing outstanding and distinguished research and creative activity; supporting department recruitment efforts; accelerating research in centers, institutes, and museums; and offering competitive opportunities to receive funding for high-impact projects.

• Best practices when working with the Pre Award Management team (download)
• Subrecipient Monitoring - Standard Operating Procedure (download)
• Subcontract Risk Assessment Tool (download)
• Updated Guidance for 5 and 2 Day Waiver Requests - November 6, 2023 - Memo (download)

Working cooperatively with the grantmaking agencies and the grantee community, the Office of Management and Budget (OMB) leads the development of government wide policy to assure that grants are managed properly and that federal dollars are spent in accordance with applicable laws and regulations. 

Check the OMB Website for policy information or instructions issued by OMB.

NSF Proposal and Award Policies and Procedures Guide (PAPPG)

NIH Central Resource for Grants and Funding Information (Application Guide)

Tax Exemption Letter (download)

Letters of Intent

Letters of intent to apply and preliminary proposals or “pre-proposals” are in a gray area regarding routing. Neither the letter of intent nor the pre-proposal, as such, will result in funding. However, an institutional endorsement is often required. Should these documents be routed?

A letter of intent is a non-binding document that simply helps the sponsor determine how many applications can be expected because of the solicitation or announcement and, in some cases, how many reviewers and the specific expertise that is likely to be needed for peer review. Sometimes the letter may ask for a total dollar amount associated with the work to be done. In any case, letters of Intent do not need to be routed.

Preliminary proposals (Pre-proposals)

Pre-proposals may serve a similar purpose of sponsor resource allocation but often are used to determine the "top tier" of proposals. In this case, after review of the preliminary proposals, a select number of these applicants are invited to submit full applications. Some companies request a preliminary proposal for their consideration for support of a research project.

Pre-proposals that include a full and complete budget and/or requires Institutional Signature of the AOR should be routed. The full and complete budget should include Facilities and Administrative Costs (indirect costs) at the appropriate rate. If turnaround time for submission of the pre-proposal is short, Office of Research and Development staff will work with you to meet the deadline.

If a full proposal is submitted as a follow-up to the preliminary proposal, the full proposal must be routed as a "New" submission even if the preliminary proposal was routed. For system-to-system Grants.gov submissions, follow agency instructions for referencing or attaching the pre-proposal.