Entering an Incoming Billing Agreement


Billing agreements are legal agreements between institutions to facilitate the reimbursement of employees and students of one institution working on a sponsored project at the other institution.

Types of Billing Agreements

Incoming billing agreements facilitate the reimbursement of Harvard University employees and students working on a sponsored project at another institution. Incoming billing agreements are set up in GMAS and OSP Research Finance completes the invoicing.

Outgoing billing agreements provide reimbursement of non-Harvard employees and students from another institution that are working at Harvard University on a sponsored project. The management and oversight of outgoing billing agreements, including invoicing, is the responsibility of the Department/Local Level Managing Unit and they are not set up in GMAS.


In order to process the Billing Agreement, the other institution must be a Harvard University Affiliate Institution (listed below).

Beth Israel Deaconess Medical Center
Boston Children's Hospital
Brigham and Women's Hospital
Cambridge Health Alliance
Dana-Farber Cancer Institute
Harvard Pilgrim Health Care Institute
Hebrew SeniorLife
HSDM Affiliate: The Forsyth Institute
Joslin Diabetes Center
Judge Baker Children's Center
Massachusetts Eye and Ear
Massachusetts General Hospital
Massachusetts Institute of Technology
McLean Hospital
Mount Auburn Hospital
National Bureau of Economic Research
Spaulding Rehabilitation Hospital
The Broad Institute
Veterans Affairs Boston Healthcare System

Process for Incoming Billing Agreements

In order to process an Incoming Billing Agreement, the following criteria must be met:

  • Affiliate Institution is the Prime Institution (prime recipient of award)
  • Person is primarily employed by Harvard University
  • Work is being done on a sponsored project at the Affiliate Institution (see above)
  • Harvard is invoicing the Affiliate Institution for reimbursement

GMAS Process for Incoming Billing Agreements

 Entering Incoming Sponsored Billing Agreements into GMAS


Outgoing Billing Agreement

Departments must continue to follow local procedures for executing and managing outgoing billing agreements.

Point of Contact

If you have any questions or concerns when preparing the Billing Agreement, please contact OSPProposalAssistance@harvard.edu.