PrintThis page links to the latest downloadable job aids, workbooks, and templates to help with proposal preparation and daily research administration.
Sponsored Award Administration - General
- Overview of Sponsored Projects Administration
- Research Administration Job Aid for Monthly Award Management
- Action Memos and Award Letters
- Spending Sponsored Funds
- GMAS Basics
- Resources for Social Sciences and Humanities Divisions
Proposal Preparation
- Budget Workbook
- Faculty Effort: Suggestions for Proposal Narratives
- Effort Commitments: Agency Specific Information
- Current Budget Template
- Budget Justification Template
- Resources for Social Sciences and Humanities Division
Award Set-up and Budget Upload
Award Monitoring and Projecting
Equipment Management
Monthly Salary Certifications
Alan's Writing and Grammar Tips
If you have questions, comments, or suggestions about this page, the downloadable materials, or sponsored research administration in general, please contact RASLearn@fas.harvard.edu.
If you have system suggestions or need technical help...
... for
FAS Applications such as FASSPAR, Equipster, FASERS, and EREQ, please see the bottom of the FAS Administrative Applications web page at: http://vpf-web.harvard.edu/applications/
...for Harvard financial applications such as CREW, GMAS, and the Sponsored Budget Tool, please contact the University help desk at 6-2001 or helpdesk@harvard.edu . You may also try 6-0800 or contactgmas@harvard.edu for GMAS.
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Sponsored Administration - General
Overview of Sponsored Projects Administration
- Overview of SPA Workshop Page
- The above link takes you to the the web page for Harvard's Overview of Sponsored Projects Administration workshop, where you can download the workbook and register. The workshop is held periodically with participants and facilitators from across the university. The workshop is intended for staff members that are new to research administration and/or new to Harvard. However, all are welcome to attend. The session gives the basics of sponsored research administration at Harvard and provides resources and contacts for further investigation. To be invited to the next session, please email RASLearn@fas.harvard.edu.
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Research Administration Job Aid for Monthly Award Management
- Monthly Status Review Job Aid (Excel)
- An excel spreadsheet to help administrators monitor their accounts and prepare for productive monthly meetings with their Principal Investigator(s).
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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.
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Spending Sponsored Funds: What May Be Charged to Grants
- Spending Sponsored Funds Workbook (PDF)
- Cost principles for Federal and non-federal awards. Includes case studies and analysis.
- Cost Analysis Job Aid (PDF)
- Separate large format pages with the essentials of cost principles.
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GMAS Basics
- GMAS Basics Workbook (PDF)
- Grants Management Application Suite Workbook download for office use or as pre-work for GMAS Basics Workshop
- GMAS Organization Chart (PDF)
- A simplified picture of how GMAS is organized into Project and Segment pages, with Requests, Notices, and Revisions "attached" to the Segment pages.
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- 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 (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.
- 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).
Award Set-up and Budgeting:
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Award Monitoring and Projecting
FASSPAR (FAS Sponsored Program Accounting Reports)
- 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.
- FASSPAR login: https://admin-apps.fas.harvard.edu/
Download the Introduction to FASSPAR Workbook (PDF) Here
Download the FASSPAR Projections Workbook (PDF) Here
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CREW (Common Reporting Environment for the Warehouse)
- General CREW help can be found at the CREW Website. You may also try:
- CREW Sponsored Basics Handout (PDF)
- Detailed information about logging on, the CREW Report Library, a description of the Sponsored Accounts Report (SAR), the Period Expense Report (PER), and the Detail Listing (DL) and how they can help, a discussion of the Report Code, how to download an SAR, using the CREW lookup function, and adding to the "My Favorites" tab. 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
- Downloading the Detail Listing Report in Comma Separated Value (.csv) and Formatting it in Excel (PDF)
- Discusses and illustrates formatting and creating pivot tables in Excel. Meant for intermediate CREW users at the Faculty Support and Departmental levels. Assumes readers have a familiarity with downloading the Detail Listings in .pdf format.
- 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.
- 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 (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.
- 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).
- Detailed instructions, forms, policy and helpful hints for non-faculty Effort Coordinators may be downloaded at http://www.fas.harvard.edu/~research/policy/effort/index.html#monthly .
Monthly Salary Certification Process (PDF)
