Award Acceptance

Agreement Types

There are several types of research-related agreements that researchers, faculty, and administrators may encounter. They vary by the goal and nature of the engagement, as well as the identity of the other party. Principal Investigators and research staff should check with their department/SPA office BEFORE signing any type of agreement, as the agreement may require review by the OGC, OTD, or other University office. This includes, but is not limited to collaboration, consulting or related service agreements (involving faculty...

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Just-in-Time (JIT)

NIH uses Just-in-Time procedures to collect certain elements of an application after review when the application is under consideration for funding. Elements typically collected include Other Support (OS) for all key personnel and if applicable Certification of IRB Approval, Verification of IACUC Approval, Human Subjects Education Requirement, Identification of Human Embryonic Stem Cell Lines, Genomic Data Sharing, Institutional Certification, My...

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Boot Camp Training

Boot Camp is a training resource developed by the Harvard Chan School. It reviews key aspects of the award life cycle and provides tools for effective award management. The training is recommended for all  new hires. It is also available for experienced Research Administrators who are interested in refreshing their award management skills. The complete training consists of six sessions. Presentation materials and Zoom video recordings are available for each session. New hires should view the trainings in order and review both the slides and the Zoom recordings for optimal learning....

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Companion Accounts

A companion account is an account that shares the same sponsored activity and subactivity value with a non-sponsored fund value in the Harvard Chart of Accounts. By transacting to a companion account, users can track and access the related financial expenditures in the GL that are not posted to the sponsored award. Companion accounts are used for University contributions to costs sharing and to capture over-the-cap salary for effort reporting purposes.

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At-Risk Accounts

Source: OSP Website


At-Risk Accounts

An At-risk Account is a project account that allows the PI to initiate spending on a sponsored fund before the University receives and/or accepts an award. Such expenditures incurred are made at the department’s risk and require a back-up account string in the event that the project is not funded. For guidance, please refer...

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Notice of Award

Note: If you receive an award notice, please email it to

A notice of award, also referred to as a notice, sponsor notice, NOGA, NoA, contract, grant, agreement, or award letter, is a notification from a sponsor indicating that a proposal has been funded. Notices of award are typically received by SPA, although occasionally a Principal Investigator may be notified directly, however, Principal Investigators...

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Award Receipt

Before accepting an award on behalf of the University, the Harvard Chan School SPA Office reviews all terms and conditions, regardless of the sponsor, and is responsible for negotiating appropriate remedies.  The business process below outlines the steps for notifying SPA that an award notice has been received from a sponsor and is ready for SPA review.

Award Receipt Business Process

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Account Types

Based on the terms and conditions of a sponsored award, different account types are created to support pre and post-award needs.

All sponsored accounts must follow the chart of account rules (a valid 33-digit account string) including: Authorized tub, Authorized org, Fund, Activity, Sub-activity, and Authorized root.

Main Account (Type M)

All awards must have a main account. Obligated funds are allocated to the main account based on the notice of award. The main account...

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