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PeopleSoft and AWS3 login buttons to be relocated, effective February
17 top
Users of Harvard's PeopleSoft HR systems (including time reporters and approvers) as well as those who use AWS3 for HR Data Warehouse reporting will need to go to a new location on the web to log in beginning February 17th.
Many time reporters and approvers, as well as University employees who simply wish to view their online pay advices and benefits statements, are now accustomed to going to atwork.harvard.edu/ess. They may even have the page bookmarked (that is, set as a “favorite” in Internet Explorer).
HR administrators may be taking a different path to access PeopleSoft and AWS3, via a PIN-protected page that also contains “how to” content for them, now located at atwork.harvard.edu/hradmin.
But beginning on February 17, all of these users will access the PeopleSoft and AWS3 system (if needed) on the home page of a new University-wide intranet called HARVie.
The “how to” content previously available on those pages will be relocated to ABLE (able.harvard.edu) where it will join the collection of support materials for users of other University administrative systems (e.g., Oracle financials, AWS2, etc.).
The HARVie home page can be reached in two ways:
- Using your Internet Explorer browser, go directly to harvie.harvard.edu, or
- Go to atwork.harvard.edu and look for the clickable HARVie logo.
After logging in with your 8-digit Harvard ID and PIN, you will be taken to the HARVie home page, where you will find the login buttons for PeopleSoft and AWS3 (as well as a link to ABLE for help content) in the top right-hand corner.
More about HARVie top
HARVie (the HARVard Intranet for Employees) is the result of a year-long project to create an internal web-based resource for Harvard faculty and staff. It will feature information about employment benefits and perks, working more effectively, learning while working, resources for work/life balance, and employment policies.
A revised version of the existing atwork.harvard.edu site will focus on the information needs of the external audience: job seekers, press, other universities, and the general public interested in learning about working at Harvard. Questions about HARVie should be directed to website manager Phyllis Perrone (phyllis_perrone@harvard.edu, 6-4276).
More about the ABLE revamp top
ABLE (A Better Learning Environment) is a website designed to provide users of Harvard's administrative systems with “how to” content, at-a-glance reference guides, and other support documents to help them perform tasks with Harvard's financial, HR, and reporting tools. ABLE also provides information about Harvard's desktop standards and system hours of operation. Increasingly, ABLE will be home to web-based training classes and system simulations that offer alternative support for those who prefer self-guided learning as well as support for Central Administration staff.
As part of this "revamp," the ABLE main page will be redesigned and support documents for HR and AWS3 users added to the existing support materials for financial and reporting users, as shown below.
Frequently asked questions about W-2s top
Many Harvard employees have already received their personal 2003 Form W-2 in the mail at home, and are calling Payroll customer service with similar questions. Here they are, with the answers.
Why does my Form W-2 look different this year? Last year, additional information appeared in the upper right-hand corner of the page, but this year that part of the page is blank.
Many people were confused last year by the differences between the figures in the notation section (in the upper right-hand corner of the W-2) and the figures in the body of the W-2 forms, even though both sets of figures were correct. Given that the figures in the notation section were informational only and not used for tax return preparation, Payroll and Tax Services thought it would be less confusing if we printed only the information that you need for tax return preparation.
The IRS is concerned only with your taxable gross, which appears in Box 1 of the W-2 you received.
Why is my taxable gross different from the total earnings that appeared on my final paycheck for 2003?
Taxable gross is the number of dollars remaining after you reduce your total earnings by all of your pre-tax deductions (e.g., TDA and FSA contributions, medical and dental insurance premiums) and add any imputed income. For a more complete list of adjustments made to total earnings in calculating taxable gross, please see the following page on the Payroll Department website: vpf-web.harvard.edu/ofs/payroll/emp_w2.shtml.
What is the impact on my taxable gross of any pay transition loan I received in connection with the PeopleSoft conversion early in 2003?
Although your pay transition loan provided additional dollars early in the year and is included in your total earnings, loan proceeds are not treated as taxable income and so the loan amount is not included in your taxable gross. Therefore, your taxable gross figure may look lower than you expected.
If you have any questions or concerns about your personal W-2 that are not answered here or on the Payroll Department website mentioned above, please call the Paycheck Hotline (5-3001). A customer service representative will be happy to work with you.
Change in documents needed to substantiate Harvard's tax exempt status top
Harvard University has received notice from the Massachusetts Department of Revenue (DOR) stating that an updated Massachusetts tax exempt certificate (ST-2) will not be issued for the upcoming five-year period.
Rather, the DOR has provided a letter that confirms Harvard's status as a tax-exempt entity. The effective dates of the letter are January 4, 2004 - January 4, 2009. This letter should be provided to vendors and used in combination with the ST-2 certificate, which has an expiration date of January 4, 2004.
Both documents are available in the Procurement Forms area of ABLE.
GE Capital MasterCard to replace American Express as Harvard's "Corporate Card" by May 28, 2004 top
A new corporate card program for Harvard has recently been announced. GE Capital MasterCard has been selected to replace American Express. Cardholders and their administrators will see enhanced service and cost savings.
Acceptance |
We expect acceptance to be greatly improved worldwide; MasterCard is accepted at 31 million locations in 220 countries. |
Cost Savings |
There will be increased insurance, including primary CDW/LDW coverage on car rentals and increased baggage insurance. Extended (double) warranties on purchase of goods are among the coverages added. |
Customer Service |
There will be proactive account management and a full array of worldwide emergency cardholder services. |
Account Management |
Cardholders will have online account access and be able to view thirteen months of history compared to American Express‘ six months. |
A smooth transition to the new program is our highest priority. Automatic enrollment will not be possible due to Harvard's policy of not providing a vendor with employee personal information such as social security number, etc.
Instead, cardholders will receive a simple electronic form that will provide GE Capital with the information they need to issue a card. This application will be sent to all current American Express cardholders around mid-February.
Current American Express accounts will remain active long enough to complete the form and receive a new card. The current target date for deactivating American Express is May 28, 2004.
Before the end of April, the Web Voucher system will be reconfigured to directly pay GE Capital. After this time, if a cardholder has outstanding balances on his American Express card, he must pay them directly and request a reimbursement. Please keep in mind that reimbursements may be requested prior to paying the bill from American Express.
Cardholders who participate in the American Express Member Rewards program must either use their points or transfer them to a personal American Express card. If points have not been transferred or used within 90 days after the corporate card has been cancelled, the points will be forfeited.
More information about the features and benefits on the new GE Capital corporate card may be found at www.travel.harvard.edu under What's New.
Please help us make sure that American Express cardholders in your department are aware of this change. Feel free to contact your local financial office or the Travel Office with questions.
New financial policies adopted on accounting for internal transfers top
Effective immediately are the following new policies and procedures related to internal accounting transfers between University funds.
These policies and procedures have been implemented to ensure consistent accounting treatment of internal transfers across the University, as well as consistent and accurate tub- and University-level reporting.
Examples of transfers falling under these new procedures include ones that:
- satisfy an agreement to provide a subvention (subsidy) to another unit
- provide support to a particular activity, student, or professor
- move the vacation balance for a transferred employee, or
- assess an administrative charge
There are certain basic guidelines that apply to all transfer activities:
- Internal transfers should not result in an increase in total University income and expense. Therefore, all transfers must either:
- Debit and credit an income transfer code
- Debit and credit an expense transfer code, or
- Debit and credit a non-operating transfer code.
Note: This requires that the tub/org being charged and the one being credited agree on how the entry is to be processed.
- Restricted funds must be spent in accordance with the terms of the fund. In order to properly document and support this, expenditures from restricted funds must be made directly from the fund.
- Individuals processing transactions against restricted funds are responsible for ensuring that these funds are spent in accordance with donor terms. This applies to funds for which the person has direct responsibility, as well as to transferred funds (such as those received under a “cross-tub” funding arrangement).
- When deciding whether to use an income, expense, or non-operating code for a transfer, consider how the transaction will affect reported operating results. Clear and accurate operating results by fund group are essential; using an income or expense transfer code rather than a non-operating code could distort the operating result. An income or expense code should be used only if it is appropriate to adjust the operating result of each area as a result of the transfer.
For example, if a tub wants to transfer the net surplus from an unrestricted program to an unrestricted designated fund, then a non-operating code should be used. If an income code were used, thus zeroing out the net operating result, a report run on the unrestricted program would show that the program had broken even. This would be misleading since the program actually generated a surplus.
The policy also provides examples of the proper coding for certain types of transfers. One to note is the vacation balance transfer. When transferring an employee's vacation balance, the actual salary coding should be used on both sides of the entry. The appropriate amount of fringe will be calculated and transferred automatically when the journal is processed.
To determine the appropriate object code to use when processing a transfer, you need to consider the nature of the transfer.
- An income transfer should be used when the transfer is considered a funding source for an activity, particularly when the transfer is providing support for multiple fiscal years. An example is an Interfaculty Initiative award made to a faculty member. Both sides of this journal transfer would be to object code 5910 (Income Transfer for Subvention/Support) since the support is intended to provide the faculty member with funding for several fiscal years.
- An expense transfer code should be used when the transfer is a point-in-time reimbursement for specific expenses. An example would be when FAS hosts a conference and HMS agrees to pay for half the costs. The expense transfer object code 8921 (Expense Transfer for Subvention/Support) should be used since this is a point-in-time reimbursement for discrete costs incurred.
You will find the policies and procedures detailed on the Office of Financial Services (OFS) website at: vpf-web.harvard.edu/ ofs/home/policies.shtml. Select the General Accounting category, then click on the Accounting for Internal Transfers policy.
FAD Procurement Management Department announces new and continuing minority vendor partnerships top
Owens Movers
The Harvard University Procurement Management Department recently reached an agreement with Owens Movers to be one of Harvard's strategic vendor partners for moving services. With 95% of their employees being minorities and women, Owens Movers is a certified minority vendor providing Harvard with quality service and competitive pricing for office relocation and specialty moves (e.g., labs, libraries). Owens Movers is a third-generation company with its original roots in Cambridge and is New England's oldest minority business. Their focus is to create customer satisfaction by providing superior customer service, efficient and effective relocation services, and continually building the customer/business relationship. For your office relocation and specialty moving needs, contact Sarah Owens at (617) 381-1000. (Harvard Contract Manger, Tara Spann, 5-5431)
Skycom Courier
Skycom Courier was recently established as a strategic vendor partner after reaching an agreement with the Harvard University Procurement Management Department. Based in Allston, Skycom Courier is a local, SOMWBA-certified, full service vendor with over eighteen years' experience in the express delivery business.
Skycom Courier has serviced many Harvard University locations over the years, as well as many other local institutions. They will provide Harvard and its affiliates with discounted delivery rates via bicycle, car, van and trucks. The company is well known for its efficient and professional service, excelling in time-sensitive deliveries throughout New England, and specializing in the Greater Boston area.
With a fully integrated online system, Skycom Courier is a fast and efficient way to place and track orders, along with signature review in real time via the Internet. Go to www.skycomcourier.com/newaccount.htm to set up an account. For your courier needs, contact Denise Finkelstein at (617) 782-1130. (Harvard Contract Manager, Tara Spann, 5-5431)
Roxbury Technology Corporation
Roxbury Technology Corporation (RTC) is a well-established, direct reseller of premium remanufactured toner cartridges, as well as a full line distributor of imaging supplies.
RTC supplies remanufactured toner cartridges through Harvard Procurement Management Department's strategic partnership with Staples, Inc. Remanufactured toner cartridges will not void your printer warranty. After testing various products, Harvard personnel have reported the same or better quality with remanufactured cartridges versus new ones.
RTC is a local minority- and woman-owned company that supports Harvard's Green Initiative by recycling empty cartridges. They are dedicated to helping Harvard get the most from its printing equipment by providing quality imaging supplies, at a cost as much as 45% less than other suppliers.
Please support this second-tier partnership and save Harvard money. To order, contact Staples Customer Service at (877) 826-7756. You may also order through StaplesLink (www.stapleslink.com) or email your orders to harvard@staples.com. (Harvard Contract Manager, Eileen DeVincent, 5-5461)
Several PeopleSoft action/reason codes to be inactivated on March 1; replacement code available now top
As part of an ongoing effort to clarify the use and reduce the number of action/reason codes in PeopleSoft, we will be inactivating several action/reason code combinations effective March 1. The updated list will be available on ABLE on February 17. In the meantime, here is a list of the changes:
This new code action/reason code is now available and can be used immediately:
DTA/DTA (Data Change)
The DTA/DTA code combination should be used for a variety of HR data changes (business title, location, hours, time and labor category, supervisor, etc.). It replaces the following seven Data Change reasons, which will be inactivated March 1:
DTA/BTC (Business Title Change)
DTA/COC (Costing Change)
DTA/EXT (External Pay Information)
DTA/HRS (Change in Scheduled hours)
DTA/LOC (Location Change)
DTA/SUP (Supervisor Change)
DTA/TLC (Time and Labor Change)
New reports and role available in AWS3 top
HR administrators are reminded that three new reports are available to look up employee benefits enrollments, monitor employee service milestones, and review compensation rate changes.
AWS3 Report |
Role you must have in the system to access this report… |
BEN580/Benefits Inquiry This report provides the ability to view current benefits, plan, coverage, and participation information for active employees. |
HDW^BEN^TUB^Reports User (Note: This is a newly created role. Local authorized requestors must specifically request that individuals be given this role in order for them to use this report.) |
BEN018/ Longer Service Credit Report This report allows users to view service credit information for employees within their security view as of a certain date, or to view employees reaching specific service milestones between a date range. |
Role: HDW^HR^TUB |
HDHRX005/Compensation Rate Change This report allows users to view employees who had a pay rate change during a specific time period. Users can select individuals, departments, or central reporting affiliations on which to report. The report will display one employee per page, and show their previous salary, new salary, the difference between the salaries, and the percentage change. Note: You can use this report to review the 1/1/2004 progression increases and 7/1/2004 salary increases. |
Role: HDW^PAY^TUB |
About the e-News top
The Office of Human Resources publishes this semimonthly electronic newsletter for users of Harvard University's financial, HR, and reporting systems, policies, and procedures. Generally, the e-News is published on or around the 12th and 26th of each month.
It contains:
- updates on projects underway to build or improve University administrative systems;
- information about new University policies, procedures, and forms;
- reminders about upcoming deadlines and cut-over dates;
- tips and tricks for working more easily or productively.
We welcome questions and suggestions for improvement from readers. If your questions are of general interest, we will answer them in future issues.
Please send comments, questions, or suggestions for improvement by email to us at: admin_systems_enews@harvard.edu