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

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 2  Harvard employees or trainees working at another institution on research related to a sponsored award  Harvard is being reimbursed Invoicing $ Paym ent

Challenges 3  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 Tub/ School  Timeliness of billing and collections  Shadow Systems Dept Dept Dept  For invoicing and collection

GMAS Release: September 9 th 4  Entry of “incoming” billing agreements in GMAS  Benefits of New Process  New Project Type:  Standardized Setup  “Billing Agreement”  Ability to Track and Monitor  New Funding Instrument:  “Billing Agreement”  Centralized “Automated” Invoicing  AR Collections by OSP  New Invoice Type:  “Invoice-Billing Agreement” (I-BA)

The “Square Peg, Round Hole” Dilemma 5  Initial Request entry of BA’s will Billing differ from normal processes Agreem ents  BA’s will default to the NE range (200000-249999)  Year Logic Accounts

GMAS Entry: At Initial Proposal 6  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

GMAS Entry: At Award Setup 7  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

Invoicing and Collections 8  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)

Additional Resources 9  Overview of the new GMAS functionality and process ZOOM Webinar Dates: • OCTOBER 10 TH AT 1-2 PM • OCTOBER 21 ST AT 1-2 PM  Billing Agreement Business Process