GMAS Processing Cheat Sheet for Incoming Billing Agreements
| Step | Action |
|---|---|
1. Obtain Salary Information | Department GM provides salary and fringe details to the Affiliate Institution. |
2. Draft Agreement | Department GM obtains a draft billing agreement from the Affiliate Institution. |
3. GMAS Request Submission | Department GM submits a GMAS request for a new or competing renewal, uploading a partially executed agreement. |
4. Department Approval | Department contacts signs the request in GMAS. |
5. GMAS Entry | Discipline: 'Other' A21 Code: A03 Preponderance of Effort: Off-campus Project Type: 'Billing Agreement' Org: Enter appropriate org from your department Budget IDC Rate: 0% |
6. OSP Review & Submission | OSP reviews the agreement and submits the partially executed version to the sponsor. |
7. Agreement Logging & Award Setup | OSP logs the agreement once fully executed, issues the Action Memo and creates the account. |
8. Salary & Account Maintenance | Department GM updates salary coding in Aurora or faculty effort spreadsheet; reviews/reconciles monthly. |
9. Invoicing | OSP Research Finance submits invoices based on GL expenditures. |
10. Final Reconciliation & Closeout | Department GM performs final reconciliation, updates salary coding, and OSP submits the final invoice and closes the account. |
Key Considerations
- Renewals: Create a competing renewal request under the same fund, uploading a new
billing agreement. New subactivity for each year. - Amendments: Email OSP for changes (ospproposalassistance@harvard.edu) (salary,
fringe, funding source, etc.). Some amendments may require a corresponding GMAS
request; the Proposal Team will advise.