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
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