Frequently Asked Questions

Is it required to create and maintain documentation supporting the determination of gift vs. sponsored award? If so, what format should be used for documentation and for how long is documentation required to be kept?

Documentation of the gift vs. sponsored award determination is highly desirable and making and retaining the documentation in “close cases” should be standard practice in the submitting office and RSO. Due to the high volume of gift and sponsored awards, it would be onerous to create and retain documentation for all transactions. As such, documentation should be prepared and retained only for “close calls,” in which the designation is not clear. Consultation with another party or office within the school or University related to the conclusion reached should be documented. More...

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Our department doesn’t do any exporting. Why do I need to be concerned about export controls?

Any item that is sent from the United States to a foreign destination is an export.  “Items” include commodities, software, technology, and information.  How an item is transported outside of the U.S. does not matter.  Some examples of exports include:

  • Items sent by regular mail or hand-carried on an airplane
  • Design plans, blue prints, schematics sent via fax to a foreign destination
  • Software uploaded or downloaded from an internet site
  • Technology transmitted via e-mail or during a telephone conversation....
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See also: Export Controls

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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