Overview: GMAS Billing agreements October 10, 2019

Transcript:Overview: GMAS Billing agreements October 10, 2019:
Overview: GMAS Billing agreements October 10, 2019 Office for Sponsored Programs Marc Todesco – Associate Director of Research Finance, OSP Tracey Westervelt – Director of Research Finance, OSP And Kristie Froman, Associate Director of Research Policy, Compliance and Cost Analysis, HSPH ORA Melissa Korf, Director of Grants and Contracts Administration, HMS ORA Colleen Shanahan, Manager of Grants and Contracts Operations, OSP 1 “Incoming” Billing Agreements 2 $ Payment Harvard employees or trainees working at another institution on research related to a sponsored award Harvard is being reimbursed NOTE: excludes billing done by the HMS Division of Medical Sciences (DMS) Challenges 3 Decentralized Processes Difficult to identify how many there are University-wide Estimate 75 at SPH and a similar amount at HMS Much fewer at SEAS and FAS Different invoice templates Timeliness of billing and collections Shadow Systems For invoicing and collection GMAS Release: September 9th 4 Entry of “incoming” billing agreements in GMAS New Project Type: “Billing Agreement” New Funding Instrument: “Billing Agreement” New Invoice Type: “Invoice-Billing Agreement” (I-BA) Benefits of New Process Standardized Setup Ability to Track and Monitor Centralized “Automated” Invoicing AR Collections by OSP Streamlined Closeout (no checklist) Confirm budget to expenses The “Square Peg, Round Hole” Dilemma 5 Goal: Quickly implement a solution to systematically track and manage billing agreements Disclaimer: There are some workarounds Longer-term solutions being developed Business process is fluid Billing Agreements GMAS Reconciliation Closeout Perform Work and Post Expenditures Invoicing and Collections Execute Agreement Account Setup General Process 6 Setting Up and Award Managing an Award Closing Out an Award 7 DEPARTMENT: Use Standard Templates Obtain BA from other institution Salary Trainee Stipend Review BA for accuracy Setting Up an Award Managing an Award Closing Out an Award For Salary For Trainee Stipend 8 DEPARTMENT: Enter “Initial Request” in GMAS Enter “Billing Agreement:” as the Project Title prefix Example: “Billing Agreement: [Title of Grant from BA]” Select Project type as “Billing Agreement” Selecting this project type will not generate any person approvals (OAR, COI, PA) Job aid for entry of other fields NOTE: Entry is different from normal processes Send BA to Pre-Award Office for review and partial execution Setting Up an Award Managing an Award Closing Out an Award 9 PRE-AWARD: Review BA against GMAS “Initial Request” Partially execute BA and return to other institution Once the fully executed BA is received, forward a copy to the Operations Team to log