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Project Reporting

Continuations and Progress Reports

Upon receiving a Notice of Award (NOA) for any grant, one of the most important administrative aspects to consider is when progress reports will be due. Most mechanisms provide detailed information about what goes into these progress reports, whether it be through proposal CENTRAL, NSF Fastlane, or NIH Commons. Refer to the Appendix for details about the NIH RPPR.

NOTE: Whether you are submitting a competing continuation or a non-competing continuation, a new increment of funding is being requested and a record must be created and submitted through the eRA@TU. Your pre-award staff will work through this process with you.

Financial Reports

If you are prompted by your sponsor to complete a financial report (i.e. FFR), please contact your post-award analyst. They will coordinate with Research Accounting Services to have it prepared and submitted.

Subawards

If work begins before a contract is in place, unfortunately the College cannot guarantee payment of your subawardee. Contracts must be in place before your work with a subawardee begins.

Once work has been completed, please forward all invoices received from your subawardees to your Research Analyst for payment. If an invoice arrives to the Research Administration Office without PI approval, your post-award analyst will reach out directly to gain your review and approval before processing.

Should you have any difficulty with communication or required deliverables with your subawardee during your time working with them on a contract, please email or call your post-award analyst for assistance. The Research Administration office is here to assist!

Record Retention

At this time, the longest required time for retaining records related to sponsored projects is seven years, as required by the Commonwealth of PA. The retention period begins from the date the final report is submitted, and is relevant to all files from the project. For example, a document created in year one of the project must be retained for seven years after the project ended.

  • eRA@TU contains all proposals, Notices of Awards, signed contracts, and signed subaward agreements.
  • Banner Finance contains payroll and other financial transactions. It also contains copies of invoices paid to subawardees and consultants.
  • Concur maintains all travel and expense records, including receipts.
  • The PCard system only retains invoices for 18 months, so labs must maintain their own records of all invoices related to PCard transactions.
  • PI is responsible for all the technical and programmatic data. PIs must also keep copies (hard copy or electronic) of all invoices that originated in the lab. For example, non-TU Marketplace purchases, and petty cash and gift card purchases, distribution logs, and reconciliations.
Billing

Temple’s Research Accounting Services department handles all sponsor billing for awards. In rare cases a bill will have to be manually created, such as if your grant is based on deliverables. Your post-award analyst can assist with this and will work with the grant analyst in Research Accounting Services to put together an invoice.