Accounts Receivable

Contact:
Kathy Hallman,
5-4598

Invoices to be entered by Central AR must be received by 12 noon Monday, December 23.

Invoice feed files will be swept at 5 p.m. on December 24. Files may be sent during the break; they will be processed for December on January 2 at 11 a.m.

General Accounting

Contact:
Joe DeCristoforo, 5-4592

All journal vouchers entered by 5 p.m. on December 24 will be included as part of the normal nightly processing of financial transactions and will be in the HDW on December 25. 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 before the holiday break will be at 5 p.m. on December 24. 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 or AR feed during the break, please make sure your file extensions are unique so that files will not get 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, 2002.

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 Monday, 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 12 noon, December 24, to be posted in December 2002.

Voided Checks All checks that need to be voided and redeposited must be received by Cash Management no later than Friday, December 20 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 Wednesday, 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 Monday, December 23 at 10 a.m. 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 12 noon on Tuesday, 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 12/24/02 and 01/01/03 based on their payment terms will be paid on 12/23/02.

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 19. 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/contacts.shtml.

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.

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, 2003.

Requests submitted on Friday, December 20 will be processed on Monday, December 23.

Requests submitted on Monday, December 23 and Tuesday, December 24 will be processed on January 2 along with any requests accumulated during the break.

During the recess, University financial and reporting systems will be available for you to use. However, please note these important caveats:

• There will be no UIS Helpdesk 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 Tuesday, December 24, and not again until January 2.
  
  
• Similarly, the Harvard Data Warehouse will be refreshed during nightly processing after the close of business on December 24, and not again until the evening of January 2.