The assumption of the billing agreement guidance is that the personnel covered by the billing agreement will have been included in the budget and the grantee and non-grantee institution will have agreed that a billing agreement is appropriate at the time of proposal. In the event that this is not the case, we should confirm with the other party that a billing agreement is appropriate before proceeding. In order to do so, SPA/OSP will need confirmation that the following conditions are met:
- The project work is performed at the grantee institution only, and not at the institution paying the investigator or supporting staff member’s salary.
- The project is research-related and issued from research-related funds.
- Reimbursement is for the costs of salary and fringe benefits only.
In order to approve an outgoing billing agreement, SPA/OSP will need the completed billing agreement template (provided by SPA/OSP) with documentation confirming that the above conditions have been met.
In order to accept an incoming sponsored billing agreement, SPA/OSP will need the department to confirm in writing (via email when forwarding the billing agreement for review is OK) that the information contained in the billing agreement is correct, that none of the work will be performed in Harvard space, and that the department is willing to accept the billing agreement.