# Entering an Incoming Billing Agreement ## expand\_more ## Overview 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. The BA will indicate the Affiliate Institution is the Prime Institution and Harvard will be the Non-Grantee Institution. 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. ## Considerations 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](/entering-incoming-sponsored-billing-agreement-gmas-business-process "Entering Incoming Sponsored Billing Agreement in GMAS Business Process") ## Templates/Resources - [Salary Billing Agreement](https://researchadmin.hms.harvard.edu/sites/g/files/mcu776/files/salary_billing_agreement_template_april_2016.doc) - [Amendment for Salary Billing Agreement](https://researchadmin.hms.harvard.edu/sites/g/files/mcu776/files/salary_billing_agreement_amendment_template_april_2016.docx) - [Trainee Billing Agreement](https://researchadmin.hms.harvard.edu/sites/g/files/mcu776/files/trainee_stipend_billing_agreement_template_april_2016.docx) - [GMAS Processing Cheat Sheet for Incoming Billing Agreements](/gmas-processing-cheat-sheet-incoming-billing-agreements "GMAS Processing Cheat Sheet for Incoming Billing Agreements") ## 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 .