Award Management

Managing Subawards

Source: OSP Website

A subaward is an enforceable agreement, issued under a prime sponsored project, between a pass-through entity and a subrecipient for the performance of a substantive portion of the program; these terms do NOT apply to the procurement of goods or services from a contractor (vendor). (See ...

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Questions to Ask

  • Are the expenses on the Transaction Listing (TL) what you expect?
  • Are expenses in line with the budget on the Period Transaction?
  • Are there any transactions on the Sponsored Invalid Code Combination that need to be removed?
  • Are expenses directly beneficial to the award?
  • Is the expenditure rate consistent with the project schedule?
  • Are expenses incurred between the start and end date of the award?
  • Are expenses allowable, reasonable, allocable and...
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Transaction Monitoring

Source: OSP Website

The posting and reconciliation of sponsored expenditures is the primary responsibility of the department/local level managing unit. To facilitate the ongoing monitoring of expenditures, the GMAS Transaction Monitoring module identifies expenditures that present an increased compliance risk to an award. A monthly or quarterly review of the Transaction...

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Final Figure

Source: OSP Website

As part of the closeout process, the Final Figure is the cumulative amount of expenditures agreed upon by the PI/Department/Local Level Managing Unit and OSP Research Finance for each subactivity of a sponsored fund. The Final Figure confirmation provides assurances that all expenditures are allowable, allocable, reasonable, and in compliance with the sponsor’s terms and...

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Reconciling Accounts

Source: OSP Website

Regular and ongoing account reconciliation throughout the life an award helps to ensure expenditures are within budget and in compliance with award terms. Department/Local Level Managing Units are primarily responsible for reconciling accounts and working with the PI to determine allowability and allocability of expenditures on sponsored awards. The timely...

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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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Accounts Receivable

GMAS records all non-Letter of Credit sponsored payment requests on the Scheduled Receivables screen of each project. The recording of receivables occurs after the approval and submission of an invoice to the sponsor. In rare cases, some sponsors provide a payment schedule in lieu of invoicing, whereby the GMAS receivable is recorded without an invoice being submitted. Each receivable in GMAS identifies the due date of the receivable (“Date expected”), which is used for aging the...

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Invoicing

Source: OSP Website

Depending on the payment terms of an award, OSP Research Finance may be required to submit an invoice to initiate payment by the sponsor. At award, OSP Research Finance identifies the complexity of each invoice using the GMAS Financial Deliverable Type GMAS...

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Managing an FDP Award

Overview

The Federal Demonstration Partnership is a cooperative initiative among 10 federal agencies and 154 institutional recipients of federal funds. The primary purpose of FDP is to reduce the administrative burdens associated with research grants and contracts.The FDP is a forum for individuals from universities and nonprofits to work collaboratively with federal agency officials to improve the national research enterprise.

Over the lifecycle of award/subaward with a member...

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Unallowable Costs

Source: OSP Website

Unallowable costs must not be charged directly or indirectly to a sponsored award or a related [cost share] account. Expenses are unallowable if they:

  • Do not comply with allowability, allocability, and reasonableness requirements in the OMB Uniform Guidance, ...
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Transaction Monitoring

Source: OSP Website

The posting and reconciliation of sponsored expenditures is the primary responsibility of the department/local level managing unit. To facilitate the ongoing monitoring of expenditures, the GMAS Transaction Monitoring module identifies expenditures that present an increased compliance risk to an award. A monthly or quarterly review of the Transaction...

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Awards in Foreign Currency

Source: OSP Website

At times, the University is unable to negotiate payment from foreign sponsors in U.S. Dollars (USD). In those instances, it is recommended that school/tubs consider obligating such awards at 90% to accommodate potential foreign currency fluctuations that occur over the life of the award. A process for managing these types of...

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Managing Expenses

Source: OSP Website

The PI and department/local level managing unit assume primary responsibility for ensuring transactions posted to sponsored accounts comply with: 

  • The terms and conditions of the award
  • Harvard policies
  • Federal regulations 

The PI is responsible for confirming that transactions align with...

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