Detailed Schedule
for
Decommission of STAR back
to top
May 31 is fast approaching! Financial Administration
would like to thank the user community for helping to make the
phased transition to processing reimbursements in Web Voucher
a smooth one.
A final reminder... Please have
as many STAR cash advances as possible settled by 12 noon on
May 31 to avoid an automatic journal settlement by the Travel
Office. Unsettled advances will be journaled to expense object
code 8450 (items ineligible for federal reimbursement) and 000001(unrestricted)
funds within your tub and org after that time.
STAR Close Schedule
Wednesday, May 29, 2001
STAR transactions that contain a
tax review flag should be approved and received by Travel by
1 p.m. on Tuesday, May 29. Reports that require a review by
the Tax Office will be accepted after that time, but given the
complexity of some reports, Tax cannot guarantee that the reports
will be processed for payment before STAR is shut down. Travel
and Tax will make every effort to ensure that all approved reports
in the system are processed.
Thursday, May 31
12 noon -- The URL (web
address) to STAR will be disabled for processing transactions.
4
p.m. -- STAR receipt reports must be received by
Travel for final processing. No reports will be accepted
after 4 p.m. STAR expense reports received after 4 p.m.
will be returned to the preparer with instructions to reprocess
as a Web Voucher reimbursement.
5:30
p.m. ~ Last STAR feed to the GL / Harvard Data Warehouse.
Monday, June 4
STAR "query only" access will be made available to all proxies
to research the detail of earlier STAR transactions. These transactions
are available in summary form via the Data Warehouse (AWS2 and
HUDINI). Please note that once STAR is shut down, new proxies
cannot be added to the system for viewing purposes.
Questions or concerns:
Please call the UIS Helpdesk (6-2001) or Margarita Rivera (5-9951)
in the Travel Office if you have questions about the closure
of the STAR.
Getting Your Web Voucher
Reimbursements Sent Back? back
to top
Although the transition to using Web Voucher
for reimbursements has been smooth generally, the Travel
Office reports that some expense reports are reaching Holyoke
without the minimum level of detail required by the University
(and the Internal Revenue Service!) to process these transactions.
These requirements are nonnegotiable, and work is being sent
back to preparers. To refresh your memory about what is required,
please browse the Harvard
University Reimbursement Policy at a Glance.
Early June Upgrade of University Financial Systems Planned back
to top
A planned upgrade to University financial systems in early
June (FINDINI 2.0.3) will bring with it two significant system
changes:
1. Effective June 11, Web Voucher users will be able
to have reimbursements and travel advances paid to regular
Harvard employees via direct deposit. New functionality in
Web Voucher will also support automatic email notifications
of these direct deposits. Important details are provided below.
2. An addition to the functionality of the Budget
Tool will enable users to edit a template and save it as a
new template.
Explanation: A template saves the selections a
user makes on the Column Definition screen. These selections
are subsequently displayed on the Fiscal Budget Input Screen.
New "Edit" capability has been added to the Preview Template
functionality. When a user previews a template, s/he will
be able to change the template using this button. If the
template was originally created by someone else using a
different responsibility, a warning message will appear
informing the user that s/he cannot overwrite an original
template. The user can resave the template under a different
name and add it as a new template.
Making Reimbursements via
Direct Deposit in Web Voucher back
to top
When creating a new reimbursement (or travel advance)
after June 11, the Web Voucher preparer will be able to choose
"DIRECTDEPOSIT" as an alternate payment site from the supplier
list, if the individual to be reimbursed is a Harvard employee
who receives their paycheck via direct deposit.
The reimbursement will be sent to the same bank account that
the employee's paycheck is sent to, since the Web Voucher system
draws this information from the payroll system. There is no
option to send reimbursements to another account, nor to change
it in the Web Voucher system.
To reimburse an employee, all you need to do is to enter the
name of the employee in the supplier field, as you would normally,
then click on the list of values button. If the person has a
direct deposit account set up in Payroll, then two addresses
will appear for that person. To have their reimbursement sent
to them as a check, click on their name next to "OFFICE." To
have the reimbursement sent to them via direct deposit, click
on their name next to "DIRECTDEPOST" (see screenshot
#1 for a view of this choice).
When looking up payment details about a reimbursement made
via direct deposit, the payment number will appear as a check
beginning with the number one billion.
New employees wishing to add a direct deposit site for future
reimbursements should contact the Vendor Hotline at 5-2000 to
have it set up in addition to their regular office site. The
reimbursement site will become active after the employee submits
the normal paperwork to receive their paycheck via direct deposit.
Employees who would like to receive an email notification when
their reimbursement has been sent to the bank for direct deposit
will have to enter (or have entered for them) their email address
using the new "Reimbursement Email Maintenance" option on the
Web Voucher main menu (see screenshot
#2 for a view of this screen).
To accommodate preparers who support several employees, the
notification program will allow any valid Web Voucher user to
enter, change, or remove a notification email address for any
direct deposit employee.
To accommodate employees who are always on the move, their
notification can be sent to any email address (even the preparer's),
and this address can be easily and frequently changed (although
only one email address per Harvard University ID number is possible).
As a control, the system will log the name of the user and the
date of the change every time an email address is added, modified,
or removed (see screenshot
#3).
The email address to be used for the notification will print
at the bottom of the receipt report/ confirmation screen. If
the email address is incorrect or if no email address has been
entered yet, it can be modified up until the time that the payment
is processed (see screenshot
#4).
The notification received after the deposit is made will contain
the Web Voucher number of the reimbursement, the business purpose,
and the date and amount of the payment. It will not contain
any bank account information (see screenshot
#5.)
Please note that the email addresses entered in Web Voucher
are used solely for reimbursement direct deposit notifications.
Changes in your email address in Web Voucher do not flow through
to any other system, nor are they updated by any other system.
Information about changing your email address in Harvard's
systems is available at the end of each edition
of the e-News.
The HR Project Gets Going back
to top
Under the banner "Let's get
going!", a team of human resource, information technology,
and financial officers from across Harvard gathered for three
days in April with implementation consultants from Cap Gemini
Ernst & Young (CGEY) to plan the HR Project. The Project:
-
Represents the second
phase of Project ADAPT;
-
Initially replaces
back office HR, payroll, and benefits systems with PeopleSoft;
-
Will also include
an automated time collection system;
-
Is scheduled to go
live in April 2002.
While most of the changes will
initially affect only back office systems, there will be limited
employee self-service functions, such as the ability for staff
to change their addresses online.
In subsequent phases, the Project
will give local units access to tools for managing human resource
functions, and will also provide more employee self-service
functions. Those who will be affected by the changes will
have a number of opportunities to see the new tools over the
next year. For further information about the HR Project, please
contact its communication manager Robin Pearce at 5-3231 (robin_pearce@harvard.edu)
or your tub contact for the Project:
|
Dept.
|
HR
Project Contact
|
Phone
|
Financial Contact
|
Phone
|
| AA&D |
Barbara Nadeau |
6-6187 |
Deborah Sweeney |
5-3340 |
| HUAM |
Ellen Slater |
5-2826 |
Marsy Sumner |
6-4031 |
| DIV |
Nancy Grimes |
5-5683 |
Cheryl Frodermann |
6-9134 |
| FAD |
Peter
Martel |
5-9880 |
Diantha
Brown |
5-1533 |
| FAS |
Chris Abbuhl |
5-9294 |
Gail Pisapio |
6-4197 |
| GSD |
Lauren
Baccus |
5-4322 |
Barbara
Najarian |
5-3771 |
| GSE |
Ellen Carpenter |
5-3471 |
John Blandino |
5-9021 |
| HBS |
Ellen
Mahoney |
5-6758 |
Rick
Melnick |
5-6214 |
| HCL |
Shari Anderson |
5-3721 |
Ellen Cohen |
5-2400 |
| HLS |
Jacqueline
Matthews |
5-9928 |
Susan
Pintus |
5-5295 |
| HMS |
Mary Dupont |
2-0705 |
Cynthia Walker |
2-1142 |
| HUL |
Bette
Viano |
6-1776 |
Mathilda
van Es |
5-3650 |
| HUPD |
Joan Nickerson |
5-1781 |
Maribel Ryan |
5-7587 |
| KSG |
Barbara
Lewis |
5-7969 |
Barbara
Lewis |
5-7969 |
| OGC |
Mary Ann Mendes |
6-3006 |
Mary Ann Mendes |
6-3006 |
| RAD |
Annette
Bonosaro |
5-8186 |
Chris
McGee-Zion |
6-3049 |
| SPH |
Carolyn Everette |
2-2434 |
Jacke Willis |
2-3526 |
| UHS |
David
Kearns |
6-2979 |
Mac
Howland |
5-9584 |
| UIS |
Patty St. Amand |
5-7995 |
Penny Kaligian |
6-4895 |
| UAHR |
Wanda
Green |
4-7387 |
Diantha
Brown |
5-1533 |
| VPA |
Pamela Prescod-Payne |
6-2137 |
Sue Shefte |
6-8520 |
General Ledger Now Provides Validation
of HUID for Journals Involving
Payroll Object Codes back
to top
For your convenience, a lookup
is now available in the General Ledger to use when you need
to add a Harvard University ID to a journal involving a payroll
object code.
In General Ledger, you can
now perform a search on a person's name to get their HUID.
The list of values button for the search is located on the
Enter Journals: Captured Information popup screen:
If you know the HUID, enter
it in the Harvard ID field and a new feature will display
the employee's name to the right as an additional validation.
Please note that you must still complete the Employee Name
field due to reporting requirements.
The Financial
Administration publishes this semi-monthly electronic newsletter
for users of Harvard University's financial systems, policies,
and procedures. Generally, the e-News is published on the 12th
and 26th of each month.
It contains:
- updates on projects underway to build
or improve University financial systems;
- information about new University
financial 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: fad_communications@harvard.edu
How to Subscribe or Unsubscribe from the e-News back
to top
The e-News, including all back
issues and an index by topic, is available to anyone with internet
access at: http://vpf-web.harvard.edu/training/enews.html.
No subscription or password is needed.
When we publish each issue, we
send out a notification email to all users of Oracle financials,
STAR, the Budget Tools, and the Data Warehouse. Because there
are nearly 5,000 users, we compile and maintain this "listproc"
in an automated way. The Harvard Data Warehouse and the STAR
security module are queried for all registered users. Twice
a month, the queries are re-run to pick up new users. Disabled
or terminated users automatically drop off. Duplicates between
systems are eliminated. As a final step, email addresses are
pulled from the HUID system, which is fed by the UIS Telecommunications
Directory.
If you do not actively use Harvard
University financial systems and find the semi-monthly notification
email bothersome, you should ask your local security administrator
or financial office to disable your financial system access.
This is the only way to get off the listproc.
If you are
an active user of Harvard financial systems, but do not receive
the notification email, it is likely there is no email address
listed for you in the UIS Telecommunications Directory. You
can submit an email address, or change it, in
three ways:
1. Via the directory coordinator
for your department. This contact -- often, but not always,
your department administrator -- is responsible for updating
directory information throughout the year, whenever staff contact
information changes. This info is fed into the online directory
and to the telephone operators the next business day.
2. On the
update directory page on the UIS web site.
3. FAS faculty and staff should
update their records via the FAS
Portal. The Portal requires a Harvard University personal
identification number (PIN). PINs and supporting documentation
are available on the PIN Administation site at www.pin1.harvard.edu.
|
