Research Finances Policies

Faculty Disclosure Resources

The Office of the Vice Provost for Research has updated faculty disclosure and intellectual property protection guidance for the research community as of May 2021. This information, along with FAQs, can be found on the OVPR website.

Supplementing Stipends

Refer to the documents on this page for an outline of best practices approach for FAS and SEAS regarding questions around supplementing stipends or setting up a secondary appointment for work performed on sponsored awards as well as for a flow chart for determining whether a stipend should be supplemented.... Read more about Supplementing Stipends

Gift vs. Grant

Investigators working with new sponsors should attempt to clarify whether funding will be made available to them in the form of a gift or a grant. Gifts and grants are handled by two separate Harvard units and each carry their own distinct sets of policies and procedures.... Read more about Gift vs. Grant

Effort Reporting Policy

Adherence to this policy is required for all effort related to federally sponsored grants and contracts as well as any non-federal awards where the sponsor requires effort reporting and/or salary certification.

See also:
Apply > Budget Preparation >...

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Administrative Salaries

The University defines administrative and clerical personnel as providing non-technical supporting services that benefit departmental, institute, or center activities or objectives, including functions such as clerical support, financial management, procurement of materials and services, business services, budget and planning, and personnel management. 

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Sponsored Financial Reporting and Closeout Policy

Principal Investigators are responsible for managing expenditures on their grants and for working with administrators to project sponsored accounts and ensure that over-expenditures do not occur. If interest charges on deficits are significant, they are passed on from Harvard’s central bank to FAS departments and centers, which may in turn pass them on to non-sponsored fund(s) belonging to the PI. (Policy is being revised)

Subrecipient Monitoring Policy

Federal funding agencies require that institutions working on subawards under Harvard prime awards follow all of the rules and regulations that would apply if the award had been issued to them directly.

Cost Sharing

Cost-sharing commitments are generally discouraged in proposals unless they are required by the sponsor. If a proposal commits a quantified portion of a PI’s academic year effort or lists other direct costs that will be paid for by University or sponsored funds, this constitutes a commitment by the University to cost share. Cost shared effort needs to be certified annually, and companion accounts must be set up to track any other items committed.... Read more about Cost Sharing

Cost Transfers

In accordance with OMB costing principles, it is necessary to explain and justify transfers of charges onto federally-funded sponsored awards, where the original charge was previously recorded elsewhere on Harvard's General Ledger.

Sponsored Travel Policy

In addition to the general policy surrounding travel at Harvard, when traveling on federally-sponsored awards there are other important considerations. This policy provides an overview of these considerations including the Fly America Act, Open Skies Agreement and information on Code Share.

FAS Addendum to the Travel Policy

In addition to the Harvard Travel Policy, FAS has more specific and restrictive guidance for meals, family travel, processing exceptions and faculty recruitment.

Cost Transfers

Auditors consider an excessive number of cost transfers to be an indication of poor financial management and a high risk. Because of this, Harvard requires that cost transfers be justified soundly.  To ensure cost transfers meet policy expectations, CT preparers are strongly encouraged to complete the Cost Transfer Preparer Checklist, a resource offered by OSP. 

October 1, 2020: Policy Updates...

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