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Expect System Outages topA detailed schedule for this FINDINI release follows:
Questions? Call the UIS Helpdesk at 6-2001. New Unified Desktop Standards for University Financial, Reporting, and HR Applications topOracle and PeopleSoft, the manufacturers of our enterprise applications, determine what desktop components they "certify" to work in conjunction with their applications. Desktop components include things such as hardware, operating system, and web browser. Users who lag behind in upgrading their systems, or who adopt new desktop hardware or software products early, risk problems when attempting to use the applications. For this reason, we recommend that financial and reporting users:
In a similar vein, we recommend that staff who will be using the new PeopleSoft payroll, human resources, and benefits applications review and make any changes needed to meet the desktop standards before the 2002 go-live. The newly published desktop standards for users of financial, reporting, and human resources systems are available on ABLE. |
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Screen Changes
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Description of New
Features
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Screenshots
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| Approval screen |
Modify the Business Purpose on the Approval screen: The approver or reviewer can now make adjustments to the Business Purpose of a voucher from the Approval screen. This was the most popular enhancement request made by Web voucher users. View Transaction Types on the Approval screen: Approvers will be able to review items more quickly and efficiently, as the Transaction Type will now be listed on the Approval screen. Reprint cover sheets from the Approval screen: Approvers can now choose to reprint the confirmation screen of a voucher directly from the Approval screen instead of having to look it up after approving it. |
Click the link for a screen shot of the new Approval screen |
| Web Voucher Create screen |
Add a note that will appear on the check stub: The Description field that appears in the header of a web voucher (which was formerly used as an optional note to the preparer) has been changed into a "Check Description" field. This new field can be used to have a note appear on the check stub of a payment. The first 30 characters entered into this field will appear on the vendor's check stub and can be used to note items like a vendor's credit memo number or information related to subscriptions, conferences, or honorariums that might otherwise have required an enclosure. Please note that the invoice number and date already appear on the remittance advice and do not need to be repeated here. |
Click the link for a screen shot of the new Web Voucher create screen |
| Notifications screen | View Transaction Types on the Notification screen: Users will be able to view and sort by Web Voucher Transaction Type on the Notifications screen, allowing them to group all of their AMEX charges, credit memos, reimbursements, vendor payments, or travel advances together by clicking on the Transaction Type header. | Click the link for a screen shot of the new Notifications screen |
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Notifications screen Notification Quick Close screen |
Quickly delete notifications that do not require responses: Notifications that do not require any actions (e.g. a notification that a web voucher has been submitted for approval) can now be closed in batches rather than one at a time. Click on "Quick Close Notifications" at the top of the Notifications screen to go to a new screen that lets you select the notifications you'd like to have removed. After selecting the ones you want, click on the Quick Close button and the chosen notifications will be removed during that evening's update. | Click the link for a screen shot of the new Notification Quick Close screen |
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General Preferences screen Notification Rules screen |
Have Web Voucher automatically close notifications after one day: Users who want their Notifications which do not require any actions to close more quickly can click on the "Create/Delete Notification Rule" option at the bottom of the General Preferences screen. This will take users to the new Notification Rules screen, where they can choose to have the system automatically remove notifications after one day instead of five days for vouchers have been approved and/or forwarded. | Click the link for a screen shot of the new Notification Rules screen |
Impact of Harvard's Holiday Closings on Financial Administration Services top
As most people know by now, President Summers recently announced that the University will be in recess during the week of Christmas, including the half workday previously planned for December 24. This means that the offices of the Financial Administration and the University Information Systems Helpdesk will be closed from 5 p.m. on Friday, December 21 to 9 a.m. on Wednesday, January 2nd, 2002.
Departments within the Financial Administration have issued these guidelines about related changes in processing deadlines and cutoff dates:
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Financial Administration
Department
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Holiday Closing
Schedule Changes
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General Accounting Contact: |
All journal vouchers entered by 5 p.m. on December 21 will be included as part of the normal nightly processing of financial transactions and will be in the HDW on December 22. After this point, you may enter journals into the General Ledger, but they will not be in the HDW until January 3. The last sweep for feeder systems will be at 5 p.m. on December 21. The next sweep of feed data will occur at 7 a.m. on January 2, 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 get overwritten. |
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Cash Management Contact: |
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, 2001. 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 Thursday, December 20 in order for the credit to be posted in December. Voided Checks All checks that need to be voided and redeposited must be received by Cash Management no later than Friday, December 21 by 12 noon 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 Tuesday, December 18 by 5 p.m. 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 Thursday, December 20 at 5 p.m. Note that a wire transfer authorization form must be attached to the front of the invoice. |
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Accounts Payable Contact: |
Approved vendor invoices to be posted in December must reach Accounts Payable in Holyoke Center 380 by 5 p.m. on Friday, December 21. All invoices received after this time will be posted in January. All invoices already in the Accounts Payable system that come due between 12/21/01 and 01/01/02 based on their payment terms will be paid on 12/21/01. |
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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 20. Naturally, earlier submissions are welcome. If this is impossible, please contact your Awards Management Assistant Director or Sponsored Research Administrator so s/he can plan accordingly. A list of our staff and their departmental assignments is at: http://vpf-web.harvard.edu/OSR/RA Our goal during the next two 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 s/he will be prepared to turn your proposal around quickly in the new year. |
| Applications Administration |
Although the Applications Administration department will continue to accept Chart of Accounts, cross validation rule, and user security requests during the break (i.e. our email accounts will be up and working), these requests will not be processed until January 2, 2002. Requests submitted on Thursday, December 20 will be processed on Friday, December 21. Requests submitted on Friday, December 21 will be processed on January 2 along with any requests accumulated during the break. |
| University financial and reporting systems |
During the recess, University financial and reporting systems will be available for you to use. However, please note these important caveats:
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Revised Policy on Non-travel Reimbursements Approved by Financial Deans top
The policy pertaining to all aspects of non-travel reimbursements was presented and approved at the December Financial Deans meeting. The full text of this policy is available at: http://vpf-web.harvard.edu/documents/pdf/actts_reimbursements_02_03_03.pdf; it replaces the policy regarding Documentation: Non-travel (dated 8/7/2000). Revision highlights include the following:
- cancelled checks are not acceptable
in lieu of receipts.
- required business purpose should
always include:
- who incurred the expense;
- what the expense entailed;
- why this is a Harvard expense;
- and when this expense occurred (dated receipts are acceptable).
- reimbursements for non-travel expenses must be submitted within 60 days from the date of expenditure. Non-travel reimbursements submitted after 60 days from the date of expenditure require Financial Dean (or equivalent) approval/signature and written explanation of the extenuating circumstances.
After a two-month grace period
(December 2001 - January 2002), the 60 day rule will be strictly
enforced. All other aspects of the policy are effective immediately.
A Better Discount and Clearer, More Timely Data for Harvard's Amex "Merchant" Departments top
Does your department "take" American Express? Cash Management is negotiating with our merchant service providers for better services and more competitive fees. In these efforts, we have renegotiated with American Express for the following services:
1. A University wide discount
rate of 2.1%.
2. Daily deposits in gross dollar amounts instead of net of
fees.
3. Amex statements with a month-end cutoff date.
What does this mean for you?
First, with the newly negotiated 2.1% discount rate, many tubs will see a reduction in their discount rate for an annual cost savings.
Second, effective December 1, 2001, Amex will no longer deduct the discount fee from your deposits. All deposits will be made in gross dollars and you will receive a monthly statement detailing your daily deposits and total fees.
This will require a change in the way you currently post Amex credit card transactions to the General Ledger. Beginning immediately, you should post Amex deposits the same way that you post MasterCard, Visa, and Discover transactions. Daily deposits must be posted in gross and fees posted in total once a month. Click here for a quick reference that includes updated procedures on posting credit card transactions.
Lastly, your monthly merchant statement will now be cut off on the last business day of each month. It will be mailed to you directly around the first week of each month and will contain all transactions for the previous month.
Questions or Comments?
Cash Management has negotiated these enhancements to provide you with cost savings and to make your credit card processing easier. Please contact Cash Management's credit card processing specialist, Lisa Gobeo at 5-4397 or the Cash Management Supervisor, Michelle Sazo at 5-1647 with any questions.
FAQs about the HR Project top
Many financial administrators perform a range of tasks relating to processing payroll and personnel actions. The HR Project -- which in the spring of 2002 is expected to introduce new core human resources systems -- will bring with it an array of changes.
Frequently asked questions (FAQs) about the project have just been updated and are available at http://www.hrproject.harvard.edu/overview/faq.php.
Please direct any questions not answered in the FAQs to askhrproject@ harvard.edu.
About the FAD e-News top
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 or around 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