Winter Recess Schedule
for University
Financial Services top
The University will be in recess
during the week of Christmas through New Year's Day. The offices
of the Financial Administration and the University Information
Systems Help Desk will be closed from noon on Wednesday, December
24 through 9 a.m. on Friday, January 2, 2004.
Departments within the Financial
Administration have issued these guidelines about related changes
in processing deadlines and cutoff dates:
|
Financial Administration
Department |
Winter Recess Schedule
Changes |
|
Payroll
|
All paycheck dates, and related deadlines
for paperwork submission, time reporting and time approval,
can be found at http://atwork.harvard.edu/hradmin/related_docs/pay_calendar.pdf
Questions about this schedule should
be directed to the Payroll Hotline at 5-3001.
The customer
service window will be open for check pickups until 12
noon on Wednesday, December 24. There
will be no one in FAD Payroll during the holiday break.
Tub-level financial administrators
only:
If there is an emergency need during the break, please
call 617-496-4322. |
|
Accounts Receivable
Contact:
Kathy Hallman,
5-4598 |
Invoices to be entered by Central AR
must be received by 12 noon Monday, December 22 to ensure
posting prior to the winter recess.
Invoice feed files will be swept at
5 p.m. on Wednesday, December 24. Files may be sent over
the winter recess, but will not be processed
until Friday, January 2, when normal busines operations
resume. |
|
General Accounting
Contact:
Joe DeCristoforo, 5-4592 |
All journal vouchers entered by 5 p.m.
on Wednesday, December 24 will be included as part of
the normal nightly processing of financial transactions
and will be in the HDW on Thursday, December 25. After
this point, you may enter journals into the General Ledger,
but they will not be in the HDW until Saturday, January
3. The last sweep for feeder systems before the holiday
break will be at 5 p.m. on Wednesday, December 24. The
next sweep of feed data will occur at 7 a.m. on Friday,
January 2, when normal business operations resume.
If you plan on submitting a GL or AR
feed during the break, please make sure your file extensions
are unique so that files will not be overwritten. |
|
Cash Management
Contact:
Michelle Sazo,
5-1647 |
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
Management and Cash Receipts month-end deadlines for
December 2003.
Credit Vouchers Credit vouchers accompanied
by cash, checks, or validated deposit tickets will be
accepted by the Cash Receipts office until 5 p.m. on
Tuesday, December 23 in order for the credit to be posted
in December.
Massachusetts Taxable Sales Deposits All
deposit forms must be submitted to Cash Management by
noon Wednesday, December 24, to be posted in December
2003.
Voided Checks All checks that need to
be voided and redeposited must be received by Cash Management
no later than noon Monday, December 22 for
the credit to be posted in December.
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
must be received by Cash Management in Holyoke 453 no
later than 5 p.m. on Wednesday, December 17. 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 must
be received by Cash Management no later than 10 a.m.
on Tuesday, December 23. Note that a wire transfer authorization
form must be attached to the front of the invoice. |
|
Accounts Payable
Contact:
Pat McSheffery,
5-8500 |
Approved vendor invoices to be posted
in December must reach Accounts Payable in Holyoke Center
380 by noon Wednesday, December 24. All invoices received
after this time will be posted in January.
All invoices already in the Accounts Payable system
that come due between 12/24/03 and 01/01/04 based on
their payment terms will be paid on 12/23/03. |
|
Office for Sponsored Research |
OSR will be closed December 24 through January 1. There
will be no one in Awards Management during this period.
If the researchers you support have any proposals with
deadlines that fall within these dates, please make sure
you have the materials to us no later than 5 p.m.
on Thursday, December 18. Naturally, earlier submissions
are welcome.
If this is impossible, please contact
your Awards Management Assistant Director or Sponsored
Research Administrator so they can plan accordingly.
A list of our staff and their departmental assignments
is at vpf-web.harvard.edu/osr/contacts.shtml.
Our goal during the coming weeks is to address as
many pending items as possible before the break. Knowing
whether there are proposals lurking out there would help
us serve you better.
If you anticipate submitting proposals
immediately following the break with early January deadlines
-- i.e., with a deadline during the first week in January
-- please contact your AD/SRA now so they will be prepared
to turn your proposal around quickly in the new year. |
| Applications Administration |
The CSMA application will be available according to
the general Oracle Applications schedule during the break.
The following general guidelines will be in place:
- Non-sponsored
CoA requests that do not require approval can be
submitted and will be loaded to Oracle according to
the standard CSMA schedule (8, 11, 2 & 5) provided
the system is available.
- Non-sponsored CoA requests
that require approval may be submitted during the
break, but all approvals will be subject to the availability
over the holiday break of the approving units.
Applications Administration will not be approving requests
to maintain parent CoA values or evaluating description
changes during the break; therefore, any such requests
submitted after 11 a.m. on December 24 will be
acted upon once business resumes on January 2, 2004.
- The December 23 file from HURIS
will be last file of sponsored CoA requests processed
before the break. Sponsored
CoA changes entered into HURIS starting December 24
and extending through January 1 will be sent in the
first file of the new year and processed by Apps Admin
on January 2, 2004.
Cross validation rule requests
as well as 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 Friday, January 2, 2004. |
| Student Financial Services |
The offices of Student
Financial Services (Harvard University ID Services, Student
Receivables, Student Loans, and the University Financial
Aid Liaison Office) will shut down at noon on Wednesday,
December 24 and will reopen at 9 a.m. on Friday, January
2.
The deadline
to request stipend checks before the winter recess
is 2 p.m. on Wednesday, December 17. Refund requests
will be accepted no later than 10:30 a.m. on Tuesday,
December 23.
The Harvard University ID Office will accept
ID production requests through noon on Wednesday, December
24. |
| University financial
and reporting systems |
During the recess, University financial
and reporting systems will be available. However,
please note these important caveats:
- There will be no UIS Help Desk
support.
- 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 Wednesday, December
24, and not again until Friday, January 2.
- Similarly, the Harvard Data
Warehouse will be refreshed during nightly processing
after the close of business on Wednesday, December
24, and not again until the evening of Friday,
January 2.
|
A New and Improved OFS Web Site top
The Office of Financial Services has recently
completed a thorough revamp of its web site: vpf-web.harvard.edu/ofs/.
This update was focused on providing expanded, relevant content --organized
in a user-friendly layout that allows for easy navigation.
As part of the redesign, OFS convened
user focus groups to solicit feedback from a variety
of customers across the University. As a result, OFS focused
on providing information and links to resources that will
support individuals who process financial
transactions at the University. Frequently asked questions,
updated policy content, and a newly added Payroll section are
just some of the improvements made.
Initial feedback indicates
that users are finding the content much more robust and the
navigation more intuitive than the old site. You are encouraged
to explore, and we welcome your feedback. We would appreciate
that any comments and/or suggestions be directed to ofswebma@camail.harvard.edu.
Ongoing updates will continue, and your feedback
will help ensure that we continue to meet your needs.
Financial Administration to Close Early
on December 4 top
On Thursday, December 4, 2003 the Financial
Administration offices will
be closing at 4 p.m. to allow employees
to attend their annual winter event. As in past years, limited
staffing will be present in some departments where emergency
services will be available. If you anticipate a special need
(or if any emergency arises) please phone the appropriate
number listed below no later than 3 p.m. on December
4. Thank you for your cooperation.
| Closing
at 4 p.m. |
| Accounts
Payable |
5-5200 |
| Accounts Receivable |
5-4182 |
| Applications
Administration |
4-7379 |
| Benefit Payrolls
and Reporting |
5-8032 |
| Budget Office |
5-3511 |
| Cash Management/Cash
Receipts |
5-1647 |
| Debt Asset
Management |
6-6130 |
| Faculty Loans |
5-8858 |
| Financial
Data Control |
5-3221 |
| General Accounting |
5-4592 |
| Insurance
Office |
5-7971 |
| Risk Management
Audit Services |
5-3642 |
| Office for
Technology & Trademarks Licensing (Trademark Program) |
5-9513 |
| Office for
Technology & Trademarks Licensing (Tech Licensing) |
5-3067 |
| OSR - Financial
Services |
6-2514 |
| Procurement
Management (Purchasing) |
5-4441 |
| Student Loans |
5-3782 |
| Student Receivables |
5-2739 |
| Tax Services |
6-5224 |
| Travel Department |
5-7760 |
| University
Financial Aid Liaison Office |
6-2372 |
| University
Identification, Data and PIN Services |
5-3322 |
|
Limited
staffing (until 5 p.m.) |
| Accounts Payable (Customer
Service Counter Only) |
5-5200 |
| O.S.R. - Awards Management |
5-5501 |
| Payroll (Customer Service
Counter Only) |
5-9045 |
Ability to Search by User or Supplier
Added
to Web Voucher top
Two new features have been added to the Web
Voucher system. They have been designed to give you information
that is available today, but in a more usable format that retrieves
information from the database more quickly.
The Web Voucher User
Search lets you query
vouchers of all types that have been created by a particular
user. Simply enter the name or employee ID of the voucher's
preparer or approver that you're looking for.
You can then choose to look at any web voucher
that this person has prepared or approved, as well as related
invoice information. Another option is to view the suppliers
that this person has used for voucher preparation and approval.
You can also request this data for a specified timeframe to
make searching faster and more efficient.
Let's take the user Wendy Menning as an example (click the
image to see a larger version, if necessary).
Here is an example of all the vouchers that
have been approved by Wendy Menning:
And here is an example of the invoice that
was paid as a result of Wendy Menning approving a voucher
(click the image for a larger version).
An example of suppliers that Wendy Menning
used when preparing a voucher:
The Supplier Search works
similarly. However, it lets you view all vouchers and invoices
that have been created for a particular vendor by entering
the supplier's name:
Choose the date parameters for the vouchers
(either prepared or approved) you'd like to view:
An example of all the vouchers
prepared for Staples Business Advantage on May 1, 2002:
You can also choose to review all invoices
created for a supplier on a particular date. The following
is an example of all invoices created for Staples Business
Advantage on May 1, 2002 (click the image for the full-size
screen capture):
Revised work instructions for using these
queries will be available on ABLE soon.
New AR Report Available for Inactivated
Customer Sites; Bad Debt Write Off
Report Enhanced top
Based on user feedback and needs, Accounts
Receivable has added one new report to the Harvard Data Warehouse
(HDW) and has upgraded a second report.
The new report is called Inactivated
Customer Sites. It provides Accounts
Receivable feed owners or other report users with the ability
to view sites that have been inactivated due to returned
mail (invoices or statements undeliverable by the post office)
or due to a customer's request. This is intended, in part,
to prevent feeds from billing to these sites, which results
in that invoice failing the feed.
Users can enter a particular transaction
type (or select them from the list of values) to display
only those customer sites that have been billed using that
particular transaction type. You may opt to sort this report
by the customer name, customer number, or the date the address
was last modified.
Please note that at this time the Inactivated
Customer Sites report is available in HUDINI only.
Accounts Receivable has also enhanced the Bad
Debt Write Off Report.
Due to a system enhancement, users will see that all bad debt
write-offs consist of credit memos that include the original
invoice number with a “tail” of BD (bad debt).
The report has the following parameters:
- tub and/or org
- periods, similar to those on
the Detail Listing report
- transaction type(s)
- customer name,
site number
- particular invoice numbers
- date of
bad debt write-offs
Users have several options by which to sort the
data: by tub, org, transaction type, customer name, customer
number, invoice number, or the date of the bad debt credit
memo.
As you use these reports we hope that you'll
find they add value to your AR duties and provide information
that many of you have requested. If you have any comments or
feedback, please call (5-4182) or email Accounts
Receivable.
HUID Office Moving to Holyoke 556 top
On Tuesday, November 11 the HUID Office
will be relocated from Holyoke 340 to 556, thus completing
its physical integration into Student Financial Services. As
of Wednesday, November 12 the ID office expects to fully functional
on the fifth floor.
e-News for Users of the HR and Payroll Systems top
Please follow this link for
news of interest to users of Harvard's HR and Payroll systems.
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
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