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Source: Subrecipient

Cost Sharing Source: Subrecipient Contributions

Commitments, expenses, or in-kind cost sharing made by subrecipients where Harvard is the prime awardee. Cost share is included in the subrecipient’s proposal and documented in the subaward agreement. These types of cost sharing commitments cannot be tracked in Harvard’s systems; therefore, the commitments must be verified manually by the department or local unit managing the award through subrecipient invoices. Failure to comply will become Harvard’s (the Prime’s) responsibility. 

Item Details
GMAS Instructions The information in this table contains summarized guidance. Research administrators are responsible for reviewing University’s detailed instructions:
GMAS Tips
  • Enter the Sponsored project Fund ID or Project ID, if known. If f unknown, check “TBD”
  • Ensure the amounts listed in the cost sharing detailed budget, match the amounts listed in the GMAS cost sharing budget periods
Supporting
Documentation Required in GMAS
Tracking and Reporting Commitments When the cost sharing source is another nonfederal sponsored fund, in-kind, or subrecipient contributions must be documented, tracked manually, and confirmed by the department managing the award

These funds are tracked and reported to Harvard by the subrecipient, as part of their invoicing and reporting requirements. These funds will not appear on the Harvard general ledger

Supporting Documentation Required in GMAS 

Table 1: Sub-Recipient Documentation

Document

Description

At Proposal Phase

At Award Phase

During Award Phase

At Closeout Phase

Repository

Cost Share Commitment

Sub-recipient commitment to cost share

Required

 

 

 

Subagreement

Budget
(See Note 1)

Included in subagreement

Required

 

 

 

Subagreement

Revised Budget
(See Note 1)

Included in Subagreement

 

Required (if changed from proposal)

Required (if changed from award)

 

Subagreement

Confirmation of Cost Share commitment

From sub- recipient indicating commitment was met.

 

 

Required (at reporting)

Required (may be noted on invoice)

Cost sharing

Note 1: Budget & Revised budgets containing cost share information are noted here for consistency, but they are typically included in the proposal package (or subagreement for subrecipient cost sharing) and can be uploaded as they currently are in the Request or Subagreement document repositories. There should be no duplication of uploaded documents.

In addition to the documentation noted above that is uploaded by the department/local level managing units, OSP Research finance uploads all approved invoices and reports to the financial deliverables repository which include cost sharing information when applicable.