The Office of Research Administration strives to respond to all requests promptly. During peak proposal deadlines, please allow for potentially extended response times.  We will acknowledge receipt of emails as soon as possible and as needed provide a timeline for completing requested tasks.

Working Hours and Coverage

Core Hours

• Research Administration staff are generally available from 9 AM to 5 PM, Monday through Friday.  Some staff may have adjusted hours, which will be noted in their email signature lines.
• If a staff member will be unavailable for an extended period, they will follow the Office's Absence Coverage Process to ensure continuity.
• Each staff member’s schedule is indicated in their email signature.

Out of Office Messages

• Staff will enable an out-of-office message if they are away and unable to respond.
• The out-of-office message will identify a backup contact according to the Absence Coverage Process.
• Urgent requests should be directed to the staff member identified as backup.

PI Meeting Frequency and Content

Research Administration team members schedule meetings with Principal Investigators (PIs) according to project needs and sponsor requirements. Meeting agendas typically include budget updates, upcoming deadlines, compliance considerations, and any additional information needed to ensure successful project management.

B2P and Concur Approval Timeline Reminders

Due to the complexity of sponsored funding terms and conditions, the Office of Research Administration cannot guarantee B2P and Concur approvals within a specific timeline.  However, an initial review of all requisitions and reports will be completed as follows:

• B2P Punchout and Payment Requests ("PRs") – 1-2 business days per approval level
• B2P Non-Employee Reimbursements ("NERs") – 5 business days
• Concur Reports – 5 business days for initial review per level

Concur Reminders

• Concur reports automatically time out after 10 calendar days and return to the traveler or cardholder.
• It may take up to 6 hours for a submitted report to appear in the approver’s queue.
• To maximize available business hours, please avoid submitting Concur reports on Fridays when possible. Submitting on Mondays provides a longer window for review.

Coverage

• Approval coverage is provided by alternate team members when the primary approver is absent (per the Absence Coverage Process).
• Preparers are encouraged to notify the designated coverage person directly to confirm they see the request in their queue. This courtesy helps avoid access issues in B2P or Concur and ensures quick review.

Communication Methods

Email and Microsoft Teams are the standard communication methods for the SEAS Research Administration Team.  Zoom is the preferred virtual meeting platform if Teams is unavailable.  Please note that not all staff have Harvard communication methods accessible via mobile devices.

E-mail

• Please use email as the primary means to request assistance from staff.
• Critical emails may be added to official record systems (GMAS, Concur, B2P).
• Screenshots from other communication systems should not be placed in a system of record.  If a task originates in another messaging platform, send a follow-up email so it can be recorded appropriately.
• The team aims to respond or follow up within 1–2 business days, though response times may be longer during peak periods.
• Please use the “Delay Send” option if sending a message outside someone’s normal work hours.

Teams

• Microsoft Teams is the standard messaging app for the Research Administration team.  Users can install the application on their computer or use the Browser version.
• Research Administration staff should include a link to Teams in their email signature.
• Staff aim to respond within 4 business hours during their listed working times.
• Please use the “Delay Send” option if sending a message outside someone’s normal work hours.

Slack

• We understand that Slack is widely used by faculty and staff at SEAS and may be occasionally used by the Research Administration team. However, Microsoft Teams is the primary messaging platform for the Research Administration team. As a result, staff are not expected to regularly monitor Slack for urgent requests or time-sensitive matters.

Last Updated: May 2025