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Source: University Funds

Cost Sharing Source: University/School/Dept. Contributions

Commitments that are paid from University/School/Department funds using gift, endowment, or other non-sponsored sources (represented by the 000001-054999 and 300000-699999 fund ranges). These types of commitments are generally tracked via a companion account, which the department must create in Wasabi (Account Maintenance) and add to the person’s salary costing. 

Item Details
GMAS Instructions The information in this table contains summarized guidance. Research administrators are responsible for reviewing University’s detailed instructions:
GMAS Tips
  • For University/School Contributions, most expenses are captured in companion accounts (non-sponsored fund ID + sponsored activity/sub-activity). Check the Use non-companion account box, if expenses will be tracked manually
  • If salary and fringe is being cost shared, list the salary and fringe as 2 separate expense categories
  • Dollars entered must tie to the effort levels in person-months by period per person
  • 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 Commitments For the Harvard Chan School, track expenses and effort by creating a companion account in Wasabi. 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.

In the event a Companion Account cannot be used, it is the department’s responsibility to identify a non-sponsored funding source and methodology for tracking the cost sharing expenditures. The department must be able to readily provide OSP Research Finance with a copy of the general ledger backup (HART Transaction Listing), upon request for reporting and closeout purposes

Supporting Documentation Required in GMAS 

Table 1: University Contributions Documentation

Document

Description

At Proposal Phase

At Award Phase

During Award Phase

At Closeout Phase

Repository

Budget
(See Note 1)

Included in proposal package

Required

 

 

 

Request

Revised Budget (See Note 1)

Included in proposal package

 

Required (if changed from proposal)

Required (if changed from awarded amt)

 

Request

Transaction Listing

HART Report

 

 

Required (at reporting)

Required

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.