PrintThis page contains downloadable job aids, workbooks, and templates to help with daily research administration. Handouts are updated often.
Please contact Karen Woodward Massey at FASRSRCH@fas.harvard.edu if you have questions, comments, or suggestions about this page, the downloadable materials, or sponsored research administration in general.
To sign up for future workshops, please email FASRSRCH@fas.harvard.edu with "subscribe" in the subject of the message.
Contents
- Sponsored Award Administration - General
- Glossary
- Action Memos and Award Letters
- Spending Sponsored Funds
- Spending Sponsored Funds Workbook
- Sponsored Cost Analysis Job Aid
- GMAS Basics Workbook
- Applications Used for Monitoring and Projecting
- FASSPAR (FAS Sponsored Program Accounting Reports)
- Introduction to FASSPAR Workbook
- CREW (Common Reporting Environment for the Warehouse)
- General Crew Help
- CREW: Beyond the PER Workbook
- Monthly Salary Certification Process Job Aid
- FASSPAR (FAS Sponsored Program Accounting Reports)
- Proposals
- Budgeting for Proposals and Awards Workshop Presentation
- Current Budget Template
- Budget Justification Job Aid
- Award Set-up and Budgeting
- Award Set Up Job Aid
- Current Budget Template
- Object Code List
- Uploading a Budget
- Uploading a Budget Using FASSPAR
- Uploading a Budget Using the Sponsored Budget Tool
- Monthly Salary Certifications
Sponsored Administration - General
Glossary
- FAS SPA Glossary (PDF)
- Some common FAS Sponsored Program Administration terms and a link to the OSP glossary.
Action Memos and Award Letters
- Interpreting Action Memos (PDF)
- A comprehensive look at Action Memos, award letters, and a discussion of grant history, prior approvals, and the UPAS form. With attached examples.
Spending Sponsored Funds
- Spending Sponsored Funds Workbook (PDF)
- What may be charged to Federal and non-federal awards and why. Includes case studies and analysis.
- Cost Analysis Job Aid (PDF)
- Separate large format pages with the essentials of what you need to know.
GMAS Basics
- GMAS Basics Workbook (PDF)
- Grants Management Application Suite Workbook download for office use or as pre-work for GMAS Basics Workshop
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Applications Used for Monitoring and Projecting
FASSPAR (FAS Sponsored Program Accounting Reports)
- Introduction to FASSPAR Workbook (PDF)
- FASSPAR is an intuitive, web-based system developed with FAS Principal Investigators and Research Administrators in mind. It draws from the Harvard Data Warehouse (HDW) and FAS web applications to provide up-to-date information on actual expenses, equipment encumbrances, and personnel appointments. FASSPAR also does automatic projections and provides a projection spreadsheet that can be customized and uploaded for later use.
Login to FASSPAR at... https://admin-apps.fas.harvard.edu/ ...on the FAS Administrative Applications Page.
CREW (Common Reporting Environment for the Warehouse)
- General CREW help can be found at the CREW Website
- Monthly Salary Certification Process (PDF)
- Detailed instructions for running CREW Monthly Salary Certifications and helpful hints for non-faculty Effort Coordinators.
- CREW: Beyond the PER! Workbook
- Meant for intermediate CREW users at the Faculty Support and Departmental levels. Assumes readers have a familiarity with the Period Expense Report, Detail Listings, and Monthly Salary Certifications. Illustrations and step by step instructions help guide users at their own computer. Users should also be comfortable with Harvard's Chart of Accounts and manipulating data in Microsoft Excel.
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Proposals
- Budgeting for Proposals and Awards Presentation (PDF)
- This is a PDF of the PowerPoint presentation that goes along with the Budgeting for Sponsored Proposals and Awards Workshop presented by FAS RAS.
- Current Budget Template (Excel)
- This Excel spreadsheet contains commonly used object codes and fringe and overhead rate formulas calculated for the current 5 year period. If the start date is different, the number of project months in each Harvard fiscal year can be modified to ensure fringe and overhead accuracy.
Recommendations for using the Budget Template:- Use this template at the proposal stage to check proposal budgets.
- Email it to your departmental grants manager, to FAS RAS and/or to your OSP contact person to help them review numbers.
- Save it on your computer to make revised budgets and uploads to the general ledger easier for you if the project is selected for funding.
- Budget Justification Job Aid (Word)
- This is a word document with discussions and examples of what should be in a budget justification. This is set up in NSF format and can be adapted as necessary.
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Award Set Up and Budgeting:
- Award Setup Job Aid (PDF)
- The ins and outs of setting up award files and preparing a budget for upload to the general ledger.
- Current Budget Template
- This Excel spreadsheet contains commonly used object codes and fringe and overhead rate formulas calculated for the current 5 year period. If the start date is different, the number of project months in each Harvard fiscal year can be modified to ensure fringe and overhead accuracy.
- Object Code List (PDF)
- A searchable list of expense object codes that can also be downloaded from ABLE in excel format at
able.harvard.edu/coa/qr/expense_object_codes.xls - Uploading a Budget (PDF)
- Detailed instructions on uploading a budget to the general ledger using FASSPAR or the Sponsored Budget Tool.
- Uploading a Budget Using FASSPAR (PDF)
- Detailed instructions on uploading a budget to the general ledger using FASSPAR only.
- Uploading a Budget Using the Sponsored Budget Tool (PDF)
Troubleshooting and Modifying Existing Budgets Using the Sponsored Budget Tool (PDF)
- Detailed instructions on uploading a budget to the general ledger using the Sponsored Budget Tool (SBT).
Monthly Salary Certifications
(Also called Monthly Effort Reporting)
- Monthly Salary Certification Process (PDF)
- Detailed instructions and helpful hints for non-faculty Effort Coordinators.
