HMS Open Forum 1 B ILLIN G AGR EEM EN TS IN GM AS OCTOB E R 9 , - - PowerPoint PPT Presentation

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May 18, 2023 170 likes •277 views

HMS Open Forum 1 B ILLIN G AGR EEM EN TS IN GM AS OCTOB E R 9 , 2 0 19 Melissa Korf Director, Grants and Contracts Administration, HMS ORA Marc Todesco Associate Director of Research Finance, OSP Incoming Billing Agreements

SLIDE 1

B ILLIN G AGR EEM EN TS IN GM AS

OCTOB E R 9 , 2 0 19

HMS Open Forum

Melissa Korf – Director, Grants and Contracts Administration, HMS ORA Marc Todesco – Associate Director of Research Finance, OSP

SLIDE 2

“Incoming” Billing Agreements

$ Paym ent

 Harvard employees or trainees working at another institution on

research related to a sponsored award

 Harvard is being reimbursed Invoicing

SLIDE 3

Challenges

 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

Tub/ School Dept Dept Dept

SLIDE 4

GMAS Release: September 9th

 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

SLIDE 5

The “Square Peg, Round Hole” Dilemma

 Initial Request entry of BA’s will

differ from normal processes

 BA’s will default to the NE range

(200000-249999)

 Year Logic Accounts

Billing Agreem ents

SLIDE 6

GMAS Entry: At Initial Proposal

 New Project Type: “Billing Agreement”

 Selecting this project type will not generate

any person approvals (OAR, COI, PA)

 Business process provides detailed

instructions for entry of GMAS fields

 NOTE: Entry is different from normal

processes

SLIDE 7

GMAS Entry: At Award Setup

 New Funding Instrument: “Billing

Agreement”

 Fund will default to NE range (20000-

240000), even if the prime is federal

 Year Logic account setup

 No carryforwards

 NOTE: The Root value for trainees should be their

PI/ Mentor or the PI of the lab they are working in

SLIDE 8

Invoicing and Collections

 OSP Research Finance will perform all

invoicing and collections

 Monthly invoicing schedule (HUI template)

 BA Invoices will appear on OBI Scheduled Reports

 Automated invoices based on GL expenditures  Collections at 90 days  Simplified closeout process

 Confirm budget to expenditures (No Compliance Checklist)