Account Breakdown TemplateEffective October 2018Owner - 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.
Agreement Terms Quick GuideEffective July 2023Owner - HMS ORA
The Agreement Terms Quick Guide is intended to provide a general overview of some of the most common issues with terms requiring negotiation for agreements executed by ORA based on Harvard policies and requirements.
ASSIST (Tips for Using)Effective November 17, 2017Owner- 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.
At-Risk AccountsEffective January 22, 2022Owner - 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.
Billing AgreementsRevised May, 2023Owner - HMS ORA
This OSP Webpage outlines the process for entering incoming Billing Agreements using sponsored funds into GMAS.
Download Business Process: Click Here
Billing Agreement Templates
- Salary Billing Agreement Template for Affiliates
- Trainee Stipend Billing Agreement Template for Affiliates
- Employee Service Agreement Template
Pre-recorded Billing Agreement Training Videos
Biosketches: Use SciENcv to Create NIH & NSF BiosketchesEffective August 10, 2021Owner - 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
CarryforwardEffective January 12, 2022Owner - 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
Cost Transfer ProcessEffective October 1, 2020Owner - 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.
eRA Commons Quick QueriesCloseout, Progress Reports, NoticesOwner- 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.
Gift or Sponsored Award - Determination ChartEffective January 1, 2019Owner - 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.
GMAS: Other Request TypesUpdated June 14, 2023Owner- 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.
Outgoing Services Agreements GuidanceEffective October 1, 2023Owner - HMS ORA
The Outgoing Services Agreements Guidance is intended to help departments when they need to establish a services agreement with another party.
Preproposals: ORA Review and GMAS EntryEffective September 1, 2021Owner - 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 SubrecipientHarvard AffiliatesOwner - 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.
Streamlined At-Risk AccountsEffective August 14, 2017Owner - 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.