Financial Applications

Financial Documents

Financial Forms

Financial Policies: HMS-specific (eCommons Users Only)

Financial Policies: University-wide

News Items & FOA Bulletins (eCommons Users Only)

Preferred Vendors (Printing, Travel/Expedia Travel & Vendor)

Training Presentations & Materials (eCommons Users Only)

Who to Contact for Help

Web Resources

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Financial Documents

Access Systems Guide
Document detailing which financial application should be used for various types of activities.

Activity Values Only available to eCommons users.
HMS chart of accounts activity codes.

Budget Guidance Document AY05 Only available to eCommons users.
Academic Year 2005 budget guidance document, including instructions, important information, and reference materials. AY04 and AY03 budget guidance documents are also available on the eCommons website.

Expedia Corporate Travel: Traveler Reference Guide
Guide to help you plan and book your next business trip, whether you book online or through one of our Corporate Travel Specialists. For information on how to obtain access to the Expedia Corporate Travel website, please click here.

Expense Object Code Values Only available to eCommons users.
HMS & HSDM chart of accounts expense object code values. A list of Commonly Used Expense Object Codes is also available.

Financial Management Guide to Policies, Procedures & Best Practices Only available to eCommons users.
Guide that summarizes current policies, procedures and best financial management practices. The guide is intended to support department heads, directors of administration, financial managers and financial, grant and general administrators in carrying out their roles in support of the educational and research missions of Harvard Medical School.

FOA Organization Chart
HMS Finance Office org chart.

Fringe Rates AY05
Academic Year 2005 fringe benefit rates. 2004 and 2003 fringe rate schedules are also available on this site.

Fund Values Only available to eCommons users.
HMS chart of accounts fund values.

FOA Rep List
List of Finance Office personnel to contact for help with financial systems access and training, information on policies and procedures, budget related questions, etc.

FOA/SPA/OHR Client List Only available to eCommons users.
List of Finance Office, Sponsored Programs and corresponding Human Resources Office personnel to contact for help.

Generic A-21 Activity Values
List of generic A-21 activity values.

Income Object Code Values Only available to eCommons users.
HMS & HSDM chart of accounts expense object code values.

Internal Billing Guide Only available to eCommons users.
Introduction to internal billing at Harvard.

Org Values Only available to eCommons users.
HMS chart of accounts org values.

Professorships at HMS Listing Only available to eCommons users.
List of professorships at HMS.

Purchasing Card Manual
Purchasing Card manual for individual cardholders.

Roles & Reponsibilities Matrix for Research Administrators
Research Administration process and who/what departments have responsibility for awards at HMS.

Root Values Only available to eCommons users.
HMS chart of accounts root values.

Salary Ranges
Compensation program salary ranges.

Sponsored Object Codes
A listing of budget and expense object codes used in sponsored research projects.

Sub-activity Values Only available to eCommons users.
HMS chart of accounts sub-activity values.

Submitting Journals to FOA Only available to eCommons users.
Instructions on how to submit a journal in the General Ledger system.

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Financial Forms

Additional Pay (One-time or Recurring Payment)

Additional Pay Form (Gifts or 3rd Party Payment)

American Express Corporate Card Program Application Form

Bankwire Form & Instructions

Cost Sharing Form

Cost Transfer Form

Credit Voucher Form

Financial Systems Access Form

Financial Systems Training Request Form

General Ledger Forms

PCard Application Form

Petty Cash Disbursement Form

Tax Forms

Web Voucher Forms

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Financial Policies (HMS-SPECIFIC)

The following HMS-specific financial policies are only accessible through the Medical Schools intranet website eCommons:

Affiliate Account Policy
Policy on management of Harvard funds by Hospital/Clinical departments.

Annual Effort Reporting: Faculty
Policy describes procedures to document timely and accurate review of faculty salary charges on all federally-sponsored projects.

Cash Receipt Policy
Policy on how to deposit funds to Harvard accounts.

Cost Sharing Policy
HMS/HSDM cost sharing policy.

Financial Management Guide to Policies, Procedures & Best Practices
Guide that summarizes current policies, procedures and best financial management practices. The guide is intended to support department heads, directors of administration, financial managers and financial, grant and general administrators in carrying out their roles in support of the educational and research missions of Harvard Medical School.

How to Access Harvard Funds
Policy for Hospital/Clinical departments explaining how to access Harvard funds.

Monthly Salary Certification Reporting: Non-faculty
Policy describes procedures to document timely and accurate review of non-faculty salary charges on all federally-sponsored projects.

PCard Policy
HMS policy on coding, retention of receipts, spending limits and reviewing PCard transactions.

Research Density Policy
Process/policy explaining research density (and process for moving toward a target).

Space Reporting Policy and Guidelines
Policy provides guidance on reimbursable facilities
expenses that can be related to sponsored research.

Sponsored Project Expenditure Policy
Policy provides guidance on appropriate expenditure of sponsored funds.

Staffing and Position Management Process Policy
Policy outlining the HMS requirements for hiring of staff into newly created or vacant positions, and the hire confirmation process for all positions.

Travel & Reimbursement Policy
Policy that details reimbursement process at HMS, and includes the 60-day limit on processing reimbursements.

Use of Clinical Professorships as Discretionary Accounts
Policy regarding administration of clinical professorships.

The following HMS-specific financial policies can be downloaded directly from this website:

DS-2 Disclosure Statement
Cost Accounting Standards Board Disclosure Statement.

Research Policy Matrix
Matrix/collection of sponsored research policies and policy guidance within the HMS/Harvard community.

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Financial Policies (UNIVERSITY-WIDE)

A-21 Coding Policy
Policy describing A-21 definitions.

Administrative/Overhead Assessment Policy Only available to eCommons users
Policy on assessment of overhead on gift and unrestricted designated funds.

Business Expense Policy
University-wide business expense policy.

Check Processing Policy
University standard and non-standard check processing service policy and procedures.

Cost Sharing Policy
University cost sharing policy.

Cost Transfer Policy
Cost transfer policy for federally funded sponsored acccounts.

Documentation Retention
Policy/procedure on how to manage documentation retention for financial transactions in accordance with the Harvard University General Records Schedule.

Electronic Receipts Requirements
Policy detailing the minimum requirements accepted by the Harvard Travel Office for an electronic receipt to be considered proof of purchase.

Employee Gifts & Celebratory Events
Policy detailing procedure for purchasing gifts for employees, and procedure for services relating to employee celebratory events.

Expenses Reimbursed by Outside Organization Only available to eCommons users
Policy and procedure for reimbursing a Harvard employee for expenses that are being paid by an outside organization.

Per Diem Policy
Policy relating to per diems for employees, non-employees, students, and invited guests.

Petty Cash Policies & Procedures
Criteria and rules for setting up petty cash funds.

Post-docs Use of Harvard Travel Center Only available to eCommons users
Policy on eligibility of post-docs when using Harvard Travel Center on business.

Reimbursement Policies & Procedures
Policy that clarifies the processing of Univeristy travel and non-travel reimbursements.

Short-term Operating Advance Policy
Policy for processing/requesting short-term opearting advances.

Space Reporting Policy & Guidelines Only available to eCommons users
Policy describing reimbursable facilities expenses that can be related to sponsored research.

Travel & Entertainment Policy & Reference Manual
University travel policy.

Treatment of Service Centers Policy
This policy provides a framework for the fiscal operations of University service centers that will ensure compliance with federal cost principles, consistency in accounting and costing practices, and flexibility to meet the needs of different operations.

University Interest Policy Only available to eCommons users
Policy explaining automatic interest payment on fund balances in deficit.

Use of Object Code 8450
Policy on coding expenses/charges that are ineligible for federal reimbursement.

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Training Presentations & Materials

The following HMS-specific financial policies are only accessible through the Medical Schools intranet website eCommons:

Chart of Accounts (HMS-specific) Presentation, June 2001

Cost Accounting Update: A-21, CAS, and Cost Sharing Presentation, May 2000

Cost Sharing & Effort Reporting Presentation, April 2000

Cost Transfers for Sponsored Accounts, May 2002

Cost Transfer Training, October 2003

Overview of A-133 Results, Cost Transfers and Effort Reporting, February 2001

Research Recharge Centers Presentation, June 2000

Space Survey Seminar, August 2000