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Winter Recess schedule for University financial services top
The University will be in recess during the week between Christmas and New Year's Day. The offices in Financial Administration and the University Information Systems Help Desk will be closed from noon on Friday, December 23 through 9 a.m. on Tuesday, January 3, 2006.
Departments within the Financial Administration have issued these guidelines about related changes in processing deadlines and cutoff dates to assist with planning for the winter recess. During the winter recess, University financial and reporting systems will be available. However, please note these important caveats:
- There will be no UIS Help Desk support available should users have questions. Refer to able.harvard.edu for online help.
- Neither nightly processing of financial transactions nor nightly loads to the Harvard Data Warehouse will be performed.
- This means that financial transactions will be posted to the general ledger for the last time after the close of business on Friday, December 23, and not again until Tuesday, January 3, 2006.
- Similarly, the Harvard Data Warehouse will be refreshed during nightly processing after the close of business on Friday, December 23, and not again until the evening of Tuesday, January 3, 2006.
- Comprehensive facilities testing at 60 Oxford Street will be held on Wednesday, December 28 from 7 a.m. to 5 p.m. During this test it is expected that the data center will remain fully operational, and every possible precaution will be taken to ensure that services remain up and available. However, please be aware that due to the nature of these tests, there is a possibility for something unexpected to happen that could lead to down time during this period.
Financial Administration Department |
Winter Recess Schedule Changes |
Accounts Payable Contact:AP Customer Service, 5-8500 or Pat McSheffery, 5-9273 |
Approved vendor invoices to be posted in December must reach Accounts Payable in Holyoke Center 380 by noon Thursday, December 22. All invoices received after this time will be posted in January. All invoices already in the Accounts Payable system that come due between December 23 and December 31 based on their payment terms will be paid on December 22. Approved vendor invoices that need to be paid by January 1, 2006 (rent, utilities, etc.) must reach Accounts Payable in Holyoke Center 380 by 5 p.m. Friday, December 16. |
Accounts Receivable Contact:Kathy Hallman, 5-4598 |
Invoices to be entered by Central AR must be received by 5 p.m. Tuesday, December 20 to ensure posting prior to the winter recess. The last sweep of invoice feed files will be at 5 p.m. on Friday, December 23. Files may be sent over the winter recess, but they will not be processed until Tuesday, January 3, when normal business operations resume. If you plan to submit an AR feed during the break, please make sure that your file extensions are unique so that the files are not overwritten. |
Cash Receipts Contact:Cash Receipts, 6-8332 |
In order to ensure that your transactions are made at the bank and posted to the general ledger before the holiday break, please note the following Cash Receipts month-end deadlines for December 2005. Credit Vouchers accompanied by cash, checks, or validated deposit tickets will be accepted by the Cash Receipts office until 5 p.m. on Wednesday, December 21 in order for the credit to be posted in December. |
Cash Management Contact:Michelle Sazo, 5-1647 |
Massachusetts Taxable Sales Deposits: All deposit forms must be submitted to Cash Management by noon Friday, December 23, to be posted in December 2005. Voided Checks: All checks that need to be voided and/or re-deposited must be received by Cash Management no later than noon Wednesday, December 21 for the credit to be posted in December 2005. Foreign Currency Drafts and Wires: Web Voucher payments to be made in foreign currency must be entered and approved by the tub and the related invoices received by Cash Management in Holyoke 453 no later than 10 a.m. on Thursday, December 22. Note that a bank draft authorization or a wire transfer form must be attached to the front of the invoice. US Wire Transfers: Web Voucher payments to be wire transferred must be entered and approved by the tub and the related invoices received by Cash Management no later than 10 a.m. on Friday, December 23. Note that a wire transfer authorization form must be attached to the front of the invoice. |
General Accounting Contact:Joe DeCristoforo, 5-4592 |
All journal vouchers entered by 6:30 p.m. on Friday, December 23 will be included as part of the normal nightly processing of financial transactions and will be in the HDW on Saturday, December 24. After this point, you may enter journals into the General Ledger, but they will not be in the HDW until Wednesday, January 4. The last sweep of journal feed files before the holiday break will be at 5 p.m. on Friday, December 23. The next sweep of journal feed files will occur at 7 a.m. on Tuesday, January 3, when normal business operations resume. If you plan on submitting a GL feed during the break, please make sure your file extensions are unique so that files will not be overwritten. |
ID Services |
The Harvard University ID Office will accept ID production requests through noon on Thursday, December 22. |
| Office for Sponsored Programs | OSP will close for winter break at noon on Friday, December 23, and will reopen Tuesday morning, January 3. There will be no one in OSP during this period. If the researchers you support have proposals with deadlines that fall within these dates, please make sure you have the materials to us no later than 5 p.m. on Monday, December 19. As always, earlier submissions are welcome. If this is impossible, please contact your Preaward Administrator or Beverly Simmonds (5-1253) so we can plan accordingly. A list of our staff and their departmental assignments is located at vpf-web.harvard.edu/osr/contacts.shtml. If you anticipate submitting proposals with early January deadlines immediately following the break, please contact your Preaward Administrator now so they will be prepared to turn your proposal around quickly in the new year. Our goal during the coming weeks is to address as many pending items as possible before the break, but knowing about proposals that may come in during the first week of January will allow us to plan more effectively and provide you with better service. |
Payroll |
All paycheck dates, and related deadlines for paperwork submission, time reporting, and time approval can be found at able.harvard.edu/hr-common/payroll-calendar.pdf. Questions about this schedule should be directed to the University Payroll Help Desk at 5-3001. The customer service window will be open for check pickups until noon on Friday, December 23. There will be no one in Central Payroll during the holiday break. If there is an emergency need during the break, tub-level HR and payroll administrators only can call 617-495-4204. Important exception: Weekly checks for the pay period ending December 24, 2005 will be delivered to Central Payroll for distribution on December 30, 2005. No checks will be delivered to local departments. If you have employees who want to receive their checks on December 30 rather than waiting until after the break, you should tell them to come to Central Payroll between 10 a.m. and 1 p.m. on Friday, December 30 to pick up their checks. You are responsible for notifying employees where checks will be available for pickup. Any checks remaining in Central Payroll on Tuesday morning, January 3, will be sent to University Mail Services who will distribute them to local departments on Wednesday, January 4. If your office will be open on December 30 and you want to have checks available for pickup locally, contact Pat Dick at 617-495-4204 no later than Friday, December 16. This announcement only pertains to the distribution of checks for weekly paid employees. Employees with direct deposit will receive their pay on December 30 and their paper advice after the holiday break. Please remind employees that they can view their online pay advices through PeopleSoft Employee Self Service. |
PCard Contact:John Bostwick, 6-2958 |
Here is the schedule for the end-of-calendar-year sweep: Due to the Christmas and winter recess holiday, the sweep originally scheduled for Thursday, December 29, will be moved to Tuesday, January 3, 2006 at 3 p.m. The January 3 sweep will be run at 3 p.m. so that the associated transactions can be booked to December 2005. |
Student Loan Office |
The Student Loan Office will shut down at noon on Friday, December 23 and will reopen at 9 a.m. on Tuesday, January 3, 2006. |
Student Receivables |
Student Receivables will shut down at noon on Friday, December 23 and will reopen at 9 a.m. on Tuesday, January 3, 2006. Refund requests will be accepted no later than 10:30 a.m. on Wednesday, December 21. |
| Travel |
GE Corporate Card: GE direct pay reimbursements received after December 20 will not be reflected until the January statement. A reminder: GE direct pay reports must be received by the Harvard Travel Center by close of business on December 9, 2005 to ensure that payments post in time for the close of the December billing cycle. Reimbursements: All other reimbursements that are received by the end of the day on Wednesday, December 21 will be processed for payment in December. WV Travel Authorization Form: The Harvard Travel Center will be open on Thursday, December 22. WVTAFs that have not been approved and received by the Travel Center by 4:30 p.m. cannot be processed. A skeleton crew will be available until noon on December 23. |
| University Business Systems Services | Chart of Accounts requests: Non-sponsored: After the last "sweep" at 5 p.m. on December 23, the CSMA application will be available for users to submit requests, but those requests will not be routed or loaded to Oracle until business resumes on January 3, 2006. Sponsored: December 23 will be the last day to post new accounts in GMAS and have them reconciled in the GL. Sponsored CoA changes entered into GMAS after close of business on December 23 will be sent in the first file of the new year and processed on January 3, 2006. Cross validation rule requests will be accepted during the break (i.e. our email accounts will be up and working), but they will not be processed until Tuesday, January 3, 2006. Oracle and PeopleSoft user security requests will be accepted during the break (i.e. our email accounts will be up and working), but they will not be processed until Tuesday, January 3, 2006. |
| University financial and reporting systems including AWS2 / HUDINI, and Ad hoc access to HDWPROD, FINSTAR and UTS, as well as CREW | During the winter recess, University financial and reporting systems will be available. However, neither nightly processing of financial transactions nor nightly loads to the Harvard Data Warehouse will be performed December 24 through January 2. |
When and how to report and approve time during the Winter Recess top
Due to Harvard's winter recess, it is necessary to shift the deadlines for the submission of paperwork and the reporting and approving of time. Below is a summary of important deadlines. For a full schedule, please see the Payroll and Time & Labor Closings Calendar (which includes closing deadlines for personnel actions).
By this date and time |
This must be completed |
Monday, December 5 at 5 p.m. |
Approve time and labor for:
Paper deadline for: weekly check of 12/16 |
Tuesday, December 6 at 5 p.m. |
Paper deadline for:
|
Friday, December 9 at 5 p.m. |
Time entry deadline for:
|
Monday, December 12 at 5 p.m. |
Approve time and labor for:
Paper deadline for:
|
Friday, December 16 at 5 p.m. |
Time entry deadline for:
|
| Monday, December 19 at 5 p.m. | Approve time and labor for:
Paper deadline for:
|
| Tuesday, December 20 at 5 p.m. | Time entry deadline for:
|
| Wednesday, December 21 at 5 p.m. | Approve time and labor for:
|
| Thursday, December 22 at 5 p.m. | Paper deadline for:
|
| Friday, December 23 at 5 p.m. | Time entry deadline for:
|
Friday, December 30 at 5 p.m. |
Time entry deadline for:
|
| Tuesday, January 3 at 10 a.m. | Approve time and labor for:
|
Paydays for overtime-eligible staff will be adjusted as follows:
This group |
Will be paid |
Clerical/technical workers |
Friday, December 23 for the period from 12/04 to 12/17 |
Student and non-student temporary workers |
Friday, December 23 for the workweek ending 12/17 |
Service and trades workers |
Friday, December 23 for the workweek ending 12/17 |
Student and non-student temporary workers |
Friday, December 30** for the workweek ending 12/24 |
Service and trades workers |
Friday, December 30** for the workweek ending 12/24 |
| ** NOTE: Checks, designated for University distribution, will be available for pickup from 10 a.m. – 1 p.m. Friday, December 30 at the Procurement and Disbursements Customer Service window, 3rd floor Holyoke Center. If departments need to pick up checks for local distribution, please contact Pat Dick at 617-495-4204 no later than Friday, December 16. |
|
Many users have also asked which time types to use when reporting time over the winter recess. Here are some guidelines for clerical/technical workers.
Date |
If you do not work |
If you work |
What you are entitled to if you work |
Dec. 23 a.m. Note: The morning of December 23 is regular work time. |
VAC, PER, or Comp Time used |
REG | Your regular hours |
Dec. 23 p.m. |
HOL |
HWK | Time-and-a-half for those hours. You have a choice of being paid for the holiday at your regular rate in addition to the time-and-a-half for hours worked, or you can take this time at a later date. If you choose to be paid for it now, report your hours worked as HWK and also report the time as FHP. |
Dec. 26 |
HOL |
HWK | Time-and-a-half for those hours. You have a choice of being paid for the holiday at your regular rate in addition to the time-and-a-half for hours worked, or you can take this time at a later date. If you choose to be paid for it now, report your hours worked as HWK and also report the time as FHP. |
| Dec. 27 | HOL | REG | A floating holiday to be taken later |
| Dec. 28 | HOL | REG | A floating holiday to be taken later |
| Dec. 29 | HOL | REG | A floating holiday to be taken later |
| Dec. 30 | HOL | REG | A floating holiday to be taken later |
| Jan. 2 | HOL | HWK | Time-and-a-half for those hours. You have a choice of being paid for the holiday at your regular rate in addition to the time-and-a-half for hours worked, or you can take this time at a later date. If you choose to be paid for it now, report your hours worked as HWK and also report the time as FHP. |
Notes: The grid above refers to HUCTW and nonunion, overtime-eligible, clerical/technical employees only. For exempt employees, temps, or service/trades workers, please refer to the relevant personnel manual, union contract, or your local HR office.
- A "day's pay" means one-fifth of the employee's pay for the week.
Reminder: Extra hours for a holiday worked are not paid automatically. If an employee works a holiday, they should report HWK to be paid at a rate of 1.5 times their normal pay for the holiday hours worked. The employee is also entitled to their regular pay for the holiday, or they may take time off at a later date.
If the employee wishes to receive pay for the time, they should report HOL for all hours not worked as well as FHP and HWK for all hours worked. If they wish to take the owed time at a later date, they should report HWK to receive pay for the hours worked. At a later date, when the time is taken, they should report HOL with a comment that it is time owed for working on the holiday.
Holiday worked time reporting scenarios
Things to remember:
HWK – Holiday Worked
- Paid at 1.5 x Hourly Rate
- Adds to Overtime Hours
HOL – Holiday
- Paid at Hourly Rate
- Adds to Overtime Hours
FHP – Floating Holiday Pay
- Paid at Hourly Rate
- Does not add to Overtime Hours
Note: All scenarios assume 7-hour scheduled workday
Scenario 1: Employee works 7 hours on Christmas (12/26), wants holiday paid out on the same day.
| Report: | 12/26 | HWK | 7 | |
| FHP | 7 |
Scenario 2: Employee works 7 hours on Christmas (12/26), wants to take floating holiday on Jan. 3.
| Report: | 12/26 | HWK | 7 | |
| 1/03 | HOL | 7 |
Scenario 3: Employee works 4 hours on Christmas (12/26), wants holiday paid out on the same day.
| Report: | 12/26 | HWK | 4 | |
| FHP | 4 | |||
| HOL | 3 |
Scenario 4: Employee works 4 hours on Christmas (12/26), wants to take 4 hours of floating holiday on Jan. 3.
| Report: | 12/26 | HWK | 4 | |
| HOL | 3 | |||
| 1/03 | REG | 3 | ||
| HOL | 4 |
Scenario 5: Employee works 10 hours on Christmas (12/26), wants holiday paid out on the same day.
| Report: | 12/26 | HWK | 10 | |
| FHP | 7 |
Reminders when processing HR actions using the PeopleSoft Auto Job Change form top
Changing an effective-date
You cannot change an effective date with the Auto Job Data Change form. If you need to make a correction to an effective date of an action that has already been processed, please call the Payroll Hotline (617-495-3001) and open a Remedy ticket. Central Payroll will take care of the correction through the ticket.
Adding or changing costing for a new hire
Do not use the Job Data Change form to add (or change) rows of costing using a new hire's hire date as the effective date (for example, adding costing for a new hire that came through HIRES). The form prorates the costing to the pay period begin date, which is most often not the same as the new hire's hire date. This causes the costing to fail.
For example, an employee is hired on a Monday (11/07/2005). The employee's pay period begin date is Sunday (11/06/2005). A Job Data Change form is processed with a costing change using an effective date of 11/07/2005. Upon submission to the database, the form will trigger a proration to occur using the pay period begin date of 11/06/2005, which is prior to the employee's hire date of 11/07/2005, and the costing will fail.
To add or change costing for a new hire date, you must use the Costing Upload Process or update the costing manually using the Department Budget Table screen (navigation: Home > Define Business Rule > Define Commit Accounting (US ) > Setup > Department Budget Table).
New PeopleSoft access to education data top
In an effort to provide local HR representatives with additional functionality, we have added the ability to add and update Education Data to the role listed below.
- PS^HR^ALL^NAUP^PD NameAddrUpdt – this role currently provides access to update an employee's name and address via Personal Data. As of December 12, the ability to add/update Education Data via the delivered PS pages will be included.
This role is optional and requires department-level security. The role can be requested through your local HR Authorized Requestor.
Education Data
- Begin this process by logging into PeopleSoft and using the following menu path: Home > Develop Workforce > Manage Competencies (GBL) > Use > Education and select the employee to update/view.
- Modify or add education data (only if a degree has been earned). Additional Education Data can be entered by clicking the “+” button or deleted by clicking the “-“ button. Complete the following fields, if applicable:
Field Name
R/O
Description
Country:
R
The country where the degree was earned. Defaults to USA.
Degree:
R
The individual's higher education degree, selectable from the look-up options.
Note: The Degree (Accomplishment) is the same value as the Description without any punctuation.
School Code:
R
The individual's school, selectable from the look-up options. The School Code is specific to the Country entered.
Hint: If looking for a “University of” in the United States, enter "U. of “ in the Description field on the Lookup School Code search, or further limit the Search Results by entering a State.
The School field will default from the School Code entered. If the school code is not listed, call the Help Desk and log a Remedy ticket. Have it assigned to “OHR-HR” and provide the school name, county, and state (if applicable).
Note: DO NOT enter a School without a School Code.
Date Acquired:
R
The individual's date of graduation.
Note: The date should not be in the future.
Hint: If only the month and year are known, use “01” as the day – for example "06/01/2005."
Graduated:
O
Check this box after you have entered the degree.
Note: Unlike the Monthly Quick Hire process, this field DOES NOT default to checked status.
** All other fields on this page are NOT used by Harvard.
-
Click Save when you have finished updating the employee's education data.
HR Release 12: Longer Service Vacation code added to Time & Labor and Payroll top
A request has been made to add Longer Service Vacation as a separate Time Reporting Code in Time & Labor and a separate Earnings Code in Payroll. As with Vacation, accrued balances will not currently be stored in PeopleSoft, but this can be useful for reporting purposes and will allow the employee to see YTD taken balances on their pay stubs.
When you will see this change: beginning December 12, 2005
When this change will be made effective: November 27, 2005
Time Reporting Code: LSV
Earnings Code: LSV
Populations affected: HUCTW and OT Eligible Non-Union
LSV will be set up with the same default object codes as Vacation.
About the e-News top
The Office of Human Resources publishes this monthly 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 15th 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