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Business Processes

  • Account Breakdown Template

    Effective October 2018
    Owner - HMS ORA

    The  Account Breakdown Template was developed for department grant managers to accurately provide the amount of funds to be allocated to each account for awards with multiple accounts in GMAS. The goal of this template is to expedite the processing of awards and account set up. It allows department grant managers to allocate the direct costs and indirect costs for subawards, ensuring that the amounts set aside accurately reflect the department’s intent when drafting subaward agreements and subaward amendments. The template also provides dedicated space for reallocation of funds between accounts, and a tab with detailed instructions to provide guidance. Questions or comments? Reach out to Jonathan Eaton, ORA Grants & Contracts Officer, or Barbara Rankin, ORA Senior Pre-Award Officer.

  • ASSIST (Tips for Using)

    Effective November 17, 2017
    Owner- HMS ORA

    NIH’s ASSIST System is used for the electronic preparation and submission of applications through Grants.gov to NIH. ASSIST provides many features to improve data quality, including: pre-population of organization and PD/PI data, pre-submission validation of many agency business rules and the generation of data summaries in the application image used for review.


    Go to webpage

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  • At-Risk Accounts

    Effective January 12, 2022
    Owner - HMS ORA

    Administrators can request to create an active account string for a sponsored project prior to institutional award acceptance to allow project charges to be incurred at the requesting department’s own financial risk, in accordance with University policy. This guidance summarizes some key information to be aware of when requesting an advance (“at risk”) account.

    At-Risk Requests Guidance

  • Billing Agreements

    Revised September, 2022
    Owner - OSP

    This OSP webpage outlines the process for entering incoming Billing Agreements (BAs) using sponsored funds into GMAS.

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  • Biosketches: Use SciENcv to Create NIH & NSF Biosketches

    Effective August 10, 2021
    Owner - HMS ORA

    SciENcv (Science Experts Network Curriculum Vitae) is the most efficient way to create and maintain biosketches for NIH and NSF grant applications and annual reports. SciENcv is required for many researchers submitting biosketches to NSF. Visit the SciENcv website for FAQs and review the HMS guidance, Building an NIH Biosketch in SciENcv as a Delegate. Questions?  Contact Pernille_Konow@hms.harvard.edu

  • Carryforward

    Effective January 12, 2022
    Owner - HMS ORA

    Carryforward is a process through which unobligated funds remaining at the end of one budget period may be carried forward to any subsequent budget period. The resources below include guidance and templates to support requests for carryforward.

    • Carryforward Basics – A detailed guide to NIH Carryforward requests
    • Carryforward Process – Guidance on NIH Carryforward Requests
      • Appendix A: Carryforward Request Letter Template for NIH Carryforward requests
      • Appendix B: Detailed Budget Template; PHS398 Budget Pages (Page 4)
      • Appendix C: Carryforward Allocation Spreadsheet
  • Cost Transfer Process

    Effective October 1, 2020
    Owner - HMS ORA

    This process document outlines the necessary steps for cost transfers at HMS. ORA's Research Finance Team reviews and approves both over 90-day cost transfers and under 90-day cost transfers. All department personnel should direct these to HMS_Research-Finance@hms.harvard.edu, Monday through Friday, 9:00 AM to 4:30 PM.


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  • eRA Commons Quick Queries

    Closeout, Progress Reports, Notices
    Owner- HMS ORA

    Institutional Information on Pending Reports and Award Dates are just a click away. Do you need to figure out which grants in your institution are due for closeout? Or when your next progress report is due? Get to this information without logging in to eRA Commons. Go to eRA’s Quick Queries. See the guidance noted in the PDF below.


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  • Gift or Sponsored Award - Determination Chart

    Effective January 1, 2019
    Owner - HMS ORA

    Answer these questions to determine if funding falls into the Sponsored Award Column or Gift Column. Unique circumstances may require deviations from this chart and can be decided by the Office of Research Administration, Office of Finance, and the Office of Alumni Affairs and Development.


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  • GMAS: Other Request Types

    Updated June 23, 2022
    Owner- HMS ORA

    This document is intended to provide guidance to departments on how to request certain changes on sponsored awards. In most cases, a formal GMAS Request is required, but not always. All of the requests in this document are handled by your Grants & Contracts Team representative in ORA. Department staff should always coordinate with their Grants & Contracts Team representative to ensure that appropriate approvals are sought from sponsors according to sponsor terms and conditions, and that appropriate ORA signoff is obtained for such requests to sponsors. For questions about this document, please contact your Grants & Contracts Team representative for further guidance.


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  • Preproposals: ORA Review and GMAS Entry

    Effective September 1, 2021
    Owner - HMS ORA

    This document identifies the criteria for which a preproposal must be entered into GMAS for review by ORA prior to submission to the sponsor. It also outlines the process for GMAS entry by department administrators.

  • RPPR: Guide for Requesting/Submitting NIH RPPR Materials as a Subrecipient

    Harvard Affiliates
    Owner - HMS ORA

    The purpose of this guide is to standardize, among the Affiliates, the non-technical reporting requirements to alleviate the administrative burden placed on Subrecipients. 


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  • Streamlined At-Risk Accounts

    Effective March 1, 2017
    Owner - HMS ORA

    ORA has developed a process to automatically establish at-risk accounts for NIH awards in year logic (a new account or set of accounts is established for each budget period of the award). The term "streamlined" refers to the fact that ORA does not require the department to enter an at-risk account request in GMAS for these accounts to be set up.


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  • Policies & Guidance
    • Business Processes
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    • HMS Sponsored Submission Deadline Policy
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