#  Account Types 

 



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All sponsored accounts must follow the chart of account rules (a valid 33-digit account string) including: Authorized tub, Authorized org, Fund, Activity, Subactivity, and Authorized root.

Beyond the chart of account rules, there are four types of accounts in GMAS that can be utilized to manage and track award expenditures. Some of these account types are required by terms and conditions of an award, while others offer more flexibility.

## Main Account 

Every GMAS segment must have a Main account. Often, this is the sole account on a project if expense transactions can be managed through object codes without needing separate expense tracking. Depending on whether an award is set up in Task Logic or Year Logic, there may be multiple main accounts on a project, separated into distinct account groups. Task Logic setups typically have one main account that is used for the duration of the project, whereas Year Logic setups require separate main accounts for each budget period. The terms and conditions of an award determine the Logic setup of an award.

## Part-of Account 

The most common use of a part-of account is to manage specific charges that a sponsor requires the grantee to keep separate from general expenses, usually for reporting purposes or due to sponsor restrictions. Examples include supplemental funding or expenditure categories requiring use of a different overhead rate from the main award. Another common use is when an award has Interfaculty Involvement, allowing the “owning” tub/org to create a discrete account for the receiving tub/org so they can directly transact against the award.

## Subagreement Account 

Each subagreement issued by Harvard requires a separate subagreement account to capture the subrecipient’s transactions. Expenditures for the subagreement must be charged to the subagreement account and cannot be charged to another account type. While a subagreement is under negotiation, funds for the subrecipient are held in reserve until the subagreement is fully executed. Once executed, the subagreement account is activated in GMAS and the funds are allocated to the account.

## Participant Support Account

Participant support costs (PSC) are a restricted, direct cost, budget category that must either be budgeted and approved upon award or require sponsor prior approval. If an award has PSC, a separate account string must be established to track all PSC expenditures. In addition to using the PSC account type, the term “PSC” must be used at the beginning of the account description. PSC funds cannot be combined with other funds or account types and must be tracked separately for the award’s duration. Funds cannot be allocated from a PSC account to another account type without sponsor approval.