Account Set Up

Accounts are set up/modified in GMAS (Grant Management Application Suite) in accordance with the Harvard University Sponsored Chart of Account Business Rules. Once the account(s) and award information has been completed, an Action Memo is generated and the account information is sent to the General Ledger (GL). sponsored projects. Please see the Award Setup Process for the step by step procedure to follow when an award is being set up.

TASK VS YEAR LOGIC

All accounts are set up using either Task or Year logic, based on notice of award terms and conditions related to the carryover or carryforward of funds, and reporting requirements. All accounts are considered to be task logic unless sponsor requirements meet one of the year logic criteria. For more information, visit the HCSRA Task vs Year Logic info page.

PART-OF ACCOUNTS

If more than one account is needed to manage an award the additional accounts are called part-of accounts. Part-of accounts are established to manage discrete tasks due to award restrictions and to discretely capture financial data for reporting purposes. PIs and administrators wishing to set up part-of accounts should contact SPH SPA representative for assistance. PIs and administrators wishing to set up part-of accounts should contact SPH SPA representative for assistance.

GMAS security to view and report on account activity will be automatically granted to the part-of account department. Approval from SPA office is required to opt-out of granting this security.

SUBAWARD ACCOUNTS

A subagreement account is established for each sub-agreement issued by the University to a specific sub-recipient under a sponsored award. A Subaward account may not appear on its own without the main account being set up first. While the subcontract(s) is under negotiation, funds for the subawardee are held in reserve until the subcontract is fully executed. When the subaward is fully executed, accounts will be established and a notification issued. The HCSRA info page provides pre- and post-award guidance and resources to assist with Subrecipient Monitoring and Risk Assessments. 

 

STREAMLINED ADVANCE ACCOUNTS

The request should include the attachment of any compliance material (OAIR, IRB, or IACUC) which may not have been previously submitted to ORA or SPA office at the time of proposal. Are automatically set up by the SPA office for non-competing NIH awards that require a request for carry forward and/or annual reporting (ie. year logic). This includes Research and Training Fellowships (T and F), Institutional Training and Director Program Projects (D43), Research Project Cooperative Agreements (U), Program Project/Center Grants (P) and Education Projects (R25) awards.  Please see the Streamlined Advance Accounts Process (SPH) for the step-by-step procedure.

AT-RISK/ADVANCED ACCOUNTS

Allow PIs to initiate spending on their projects before the University receives and/or accepts an award. A PI/Department may want to request an At-Risk/Advance Account when the SPA office has received notification of a sponsor’s intent to fund a proposal, but the issuance of the actual award document by the sponsor may be delayed, or an incoming award may require a substantial negotiation period and there is an immediate need to begin work or continue existing work that benefits the sponsored project. At-Risk Request must be completed in GMAS and routed to the SPA office electronically for approval. Harvard Chan School, at-risk requests will not be awarded for greater than $200K. Please see the Department At-Risk Account Process for the step-by-step procedure.