# FAQ ## **Contact** Please email [GMAS Support](mailto:contactgmas@harvard.edu) with any GMAS questions. Sort & Filters close ## Filters FAQ -categories expand\_more - Budgets (1) - Document Repositories (5) - General (3) - Request Proposal (2) FAQ - User Role expand\_more - Central (9) - Central Financial (8) - Department (10) - Observers (8) - Principal Investigator (10) Search Within Results Search Within Results search ## 10 results Show filters filter\_alt Sort by NewestOldestAlphabetical A-ZAlphabetical Z-A sort ## 10 results ### What's the difference between Obligated versus Allocated amounts? expand\_more **Obligated amounts** are the funds authorized by the sponsor for a particular period of time. Those funds are then **allocated** by OSP and SPA to account(s) in GMAS for spending purposes. > Depending on how the project is set up the obligated amount may be allocated across multiple accounts. > > If there is only one account on the segment the total obligated amount will most likely equal the allocated. ### Is there a place I can play with GMAS without impacting real data? expand\_more The GMAS training environment () is refreshed on a weekly basis, on Sundays. It can be used for troubleshooting and for training. All of the data can be manipulated without any impact to real data that is used for reporting, and without sending false notifications to other users. For questions about the training environment, please contact . ### Is there a way to search for documents within a repository? expand\_more While there is not currently an in-app feature to search for documents, selecting "Ctrl" and "f" on a document repository screen will open a search tool. Entering text in this search tool will highlight any places on the page that match the entered text. ![The GMAS document repository screen with the browser search being used.](/sites/g/files/omnuum10381/files/styles/hwp_1_1__720x720_scale/public/gmas/files/scr_0433_document-repositories_search.jpg?itok=ntjftXdj) ### Why aren't my emails showing in GMAS? expand\_more When sending emails to , it needs to be sent from the University preferred email address to get to the clipboard. Preferred email addresses come from HR systems and can be viewed on a persons profile in GMAS. ### How do I change how my documents download? expand\_more The behavior of how a document opens when downloading from GMAS is determined by the browser settings. See [Browser preferences for document download](/document-repositories#BrowserPreferencesforDocumentDownload) for links to instructions for each browser. ### How do I bulk upload documents into GMAS? expand\_more To upload multiple files into GMAS, use the "Ctrl" key on the keyboard while making document selections. Selecting "Open" will then add all of the documents to the repository. ### What file size can I upload into GMAS? expand\_more Files sized at 150MB or less can be uploaded and emailed into GMAS. ### I'm new to Harvard. Why can't I access GMAS? expand\_more In order to access GMAS, you must first be given security. Security can be given in a few different ways. 1. You are added to a project as a PI/Mentor, or as an interfaculty involvement PI or interfaculty involvement department administrator. *This will allow you to log into GMAS and grant you access to any project where you play the PI or Mentor role.* 2. You are added to a segment administrative team. *This will allow you to log into GMAS and grant you access to any project where you have been added to an administrative team. The action you can perform on the project will be determined based on the role you were added to on the administrative team.* 3. You are added to a standing team. *This will allow you to log into GMAS and grant you access to all projects that fit the scope of the standing team you belong to (this could be by ORG, or by ORG and PI).* For more information on how security works, and who can help you with security, visit the [GMAS Security Deconstructed](/gmas-security-deconstructed) job aid. If your profile is not yet showing in GMAS, and this is preventing you from being given GMAS security through any of the methods above, it is likely due to a timing issue. There are a few systems through which a person’s information needs to flow, before it can make its way into GMAS. When an employee first starts, their manager and local HR representative assist the individual to ensure they receive a HUID and are placed on payroll. Part of this process is being set up in the Identity Management system (IDM). Once a person is in the IDM system, their information is sent to PeopleSoft and GMAS. Data flows from IDM, to PeopleSoft, then to GMAS. This means that it will take at least two days from the time an individual is added to IDM to be added to GMAS. If the individual is added to IDM after noon, it can take up to three days for the individual to be added to GMAS. If a user is not yet in GMAS, but has a HUID and needs to sign the Participation Agreement, they do not need to wait the two to three days until their profile makes its way into GMAS. All users with HUID’s are able to sign the Participation Agreement through the following link: [https://gmas.harvard.edu/gmas/participationagreement](https://gmas.harvard.edu/gmas/paStandalone) For more information on how the IDM interface interacts with GMAS, or how any other interfaces interact with GMAS, see the [GMAS interfaces documentation.](/file_url/124) ### Where can I see a copy of my Grants.gov submission and the submission status in GMAS ? expand\_more The initial proposal or competing renewal hompage displays the Grants.gov submission information (and link to viewing the submission package) as shown below. ![s2s submission info on proposal home](/sites/g/files/omnuum10381/files/styles/hwp_1_1__960x960_scale/public/gmas/files/scr_0658_s2s_faq_3b.jpg?itok=tUUZv0_7) > ### When are the big NIH deadlines? expand\_more The big NIH deadlines can be found [here.](http://grants.nih.gov/grants/funding/submissionschedule.htm)