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Billing Agreements

Is it possible for a billing agreement to be issued from a non-sponsored source of funds, such as a gift account (a “non-sponsored billing agreement”)? If so, who is the appropriate contact?

It is possible for a billing agreement to be issued from a non-sponsored source of funds under similar circumstances as sponsored billing agreements but with variations in the process based on the specific circumstances.  Contact the SPA SRA assigned to your department for more information on non-sponsored billing agreements.

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I am preparing a research award budget which involves issuing a BA for an affiliate’s employee. Whose FB rates should be used when budgeting the individual’s salary and fringe? Who will recover F&A on the salary and FB for the employee?

Because the grantee institution will reimburse the non-grantee institution for both salary and fringe, fringe for the individual should be budgeted using the non-grantee institution’s rate.  For example, if an individual whose primary appointment is at BWH is...

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In a sponsored billing agreement arrangement, who has the responsibility for compliance with the terms and conditions of the prime award and compliance requirements? How is this different from a subaward agreement?

A billing agreement does not flow down any of the terms of the prime award to the non-grantee institution; it is simply a mechanism whereby the grantee institution can reimburse the non-grantee institution for the salary and fringe of certain project personnel....

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What are the criteria for use of a billing agreement for trainees (BA4T) is appropriate?

A Billing Agreement is generally appropriate under the following circumstances in the case of a training award:

  • Trainee will have/has an appointment at the non-grantee institution.
  • The trainee’s Mentor has an appointment at the trainee’s institution (non-grantee) or the grantee...
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What are the criteria for when use of a billing agreement is appropriate?

  • Harvard has an agreement with another institution (the affiliate hospitals, the Broad Institute, National Bureau of Economic Research (NBER)) that allows for and governs the joint appointment of faculty at the institutions.
  • PI with dual appointment status (or supporting staff member) receives salary exclusively from the non-grantee institution...
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What back-up documentation is needed in order for an outgoing sponsored salary billing agreement to be issued? What back-up documentation is needed in order for an incoming salary billing agreement to be approved and signed?

The assumption of the billing agreement guidance is that the personnel covered by the billing agreement will have been included in the budget and the grantee and non-grantee institution will have agreed that a billing agreement is appropriate at the time of proposal...

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What back-up documentation is needed in order for an outgoing sponsored trainee billing agreement to be issued? What back-up documentation is needed in order for an incoming trainee billing agreement to be approved and signed?

In order to approve an outgoing trainee billing agreement, SPA will need the completed billing agreement template (provided by SPA) with the completed Statement of Appointment for the covered trainee.

In order to accept an incoming...

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