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When and How to Report and Approve Time
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| Date | Deadline |
|
Monday, December 15 |
Time approval deadline (5 p.m.) for pay end date: 12/13/03 |
|
Tuesday, December 16 |
Time reporting deadline (5 p.m.) for pay end date: 12/20/03 |
| Wednesday, December 17 | Time approval deadline (5 p.m.) for pay end date 12/20/03 |
| Thursday, December 18 | Time reporting deadline (5 p.m.) for pay end date 12/27/03 |
| Friday, December 19 | Time approval deadline (5 p.m.) for pay end date 12/27/03 |
| Wednesday, December 24 | Time reporting deadline (5 p.m.) for pay end date 01/03/04 |
| Monday, January 5 | Time approval deadline (5 p.m.) for pay end date: 01/03/04 |
Paydays for overtime-eligible staff will be adjusted as follows:
| This group |
Will pe paid |
|
Clerical/technical workers |
Tuesday, December 23 (last full business day prior to normal 12/26 payday). This pay will be for the period from 12/07 to 12/20. |
|
Student and non-student temporary workers |
Tuesday, December 23 for the workweek ending 12/20. |
| Service and trades workers | Tuesday,
December 23 for the workweek ending 12/20. Friday, January 2 for the workweek ending 12/27. |
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 |
|
12/24 a.m. Note: The morning of December 24 is regular work time. |
VAC, PER, or Comp Time used |
REG |
Your regular hours |
|
12/24 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. |
| 12/25 | 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. |
| 12/26 | HOL | REG | A floating holiday to be taken later |
| 12/29 | HOL | REG | A floating holiday to be taken later |
| 12/30 | HOL | REG | A floating holiday to be taken later |
| 12/31 | HOL | REG | A floating holiday to be taken later |
| 1/1 | 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. |
| 1/2 | HOL | REG | A floating holiday to be taken later. |
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.
Calculating holiday time entitlementClarification has been requested for holiday time entitlement and reporting for HUCTW employees. HUCTW employees are entitled to one-fifth of their normal standard hours or their scheduled hours, whichever is greater. For example, if an HUCTW employee's normal schedule is as follows:
If there is a Monday holiday, the employee is entitled to 10 hours of holiday pay, since the 10 scheduled hours on Monday are greater than one-fifth of his normal scheduled hours. If there is a Thursday holiday, the employee is entitled to 7 hours of holiday pay, since one-fifth of the employee's normal scheduled hours is greater than his scheduled hours for Thursday. If there is a Friday holiday, the employee is entitled to 7 hours of holiday pay, since he is entitled to one-fifth of the normal scheduled hours for a week in which a holiday falls on a day the employee is not scheduled to work. |
Also of note: A new time reporting code -- Excused Absence (EXC) -- has been created for use by HUCTW and other overtime-eligible, non-union employees. Employees may use this code for dates beginning Sunday, December 7, 2003. The code is intended to to track non-worked paid time off due to weather emergencies, building closures, or other necessary excused absences.
Attention General Ledger Users top
Month-end closing starts on the fifth working day of each month at 9 a.m. The closing process requires us to keep the closing month open in the GL for part of the day. Although you have the ability to choose the closing month when creating a journal that day, the month will be closed before the 6:30 p.m. journal posting time! Therefore, if you create a journal on the closing day for the period being closed, it won't get posted unless you reopen your journal and change the period to the current month. Please refer to the GL month-end closings grid on ABLE for more information.
Update on Harvard's Strategic Vendor Partnerships top
Financial Administration's Procurement Management Department works with the University community to create vendor partnerships that save money, simplify buying, and improve service. These programs focus University buying power to benefit your local schools and departments.
When you buy from the vendors listed below, you obtain the most value for your dollar and your participation allows the vendor to offer better discounts. For more information, see the Procurement Management website or call 617-495-4441.
Moving
Services:
Vendor partnerships have recently been established with Sterling Corporation, Whalen's Moving, ABC Moving, and Owens Moving. These companies offer Harvard significant discounts for household (faculty) relocation moves and for office relocation and specialty moves (e.g., labs, libraries, etc).
Sterling Corporation: Office relocation, household relocation specialty moves. Michael Norton (office), 978-322-2502; Chris Hurley (household), 978-322-2621.
Whalen's Moving: Household relocation and specialty moves. Helen McNeece, 800-759-4253 ext. 238.
ABC Moving: Office relocation and specialty moves (union operated). Ron Thorn, 617-625-6683.
Owens Moving: Office relocation and specialty moves; certified minority vendor, union operated. Sarah Owens, 617-381-1000 (Tara Spann, 5-5431).
Audio-visual:
Vendor partnerships have recently been established with HB Communications, Adtech, and Crimson Tech. These audio-visual companies offer Harvard significant discounts on boxed products and installations with reduced labor rates.
HB Communications: Medium to large installation services and boxed products. Stephen Joyce, 800-243-4414.
Adtech: Small to medium installation services. Matthew Fionda, 800-359-0077.
Crimson Tech: Boxed products. Scott Andrus, 800-868-5150 (Eileen DeVincent, 5-5461).
Office Supplies:
Staples Business Advantage offers a dedicated customer service team, consolidated monthly billing, next-day desktop delivery, easy returns, and discounts ranging from 30-80% off list on a wide range of office supplies. Online ordering for office supplies is available at stapleslink.com. For further information, contact a Harvard dedicated customer service representative at 877-826-7756. (Eileen DeVincent, 5-5461)
Offset Printing Services:
Vendor partnerships have been established with eleven offset printers. These printers offer a quality product at discounted prices to the Harvard community. They are: Allied Printing, Champagne Lafayette, Crimson Printing, Flagship Press, Fleming Printing, Goodway Graphics, MassEnvelope Plus, Puritan Press, Quebecor, Shea Brothers, Wallace/WE Andrews. For more information about each printer's specialized services and contact information, see the Procurement Management website. (Eileen DeVincent 5-5461)
Shipping:
FedEx offers Harvard significant savings off list price for all types of service. When setting up a new account, call 877-340-2840. At that time you may have FedEx link the account to the Procurement (PCard) for easy billing. When you receive your account number, contact Tasia Halloran (800-448-9961 x070) to initiate Harvard discounts.
You can save substantially by using “standard overnight” service (guaranteed delivery by 3 p.m. the next business day) rather than “priority” service whenever possible. Shipping via an automated device will yield an additional 1% discount off the package price. You are encouraged to use FedEx ShipManager at fedex.com to ship your packages and expedite payment. (Tara Spann 5-5431)
Furnishings:
Office Environments of New England (OE) and Creative Office Pavilion are our office furniture vendor partners. Both dealers represent a variety of furniture manufacturers. OE specializes in Steelcase products and COP focuses on Herman Miller. Both manufacturers are noted for their quality, durability, and style. OE offers the "Fast Furniture" program developed to deliver office furniture within three business days. Furniture from these companies is competitively priced and represents superior value to furniture purchased through office supply houses.
You can reach the Harvard Team at OE at 5-7900. Contact Christina Napoli of COP at 617-348-3207. (Sandi Newton 5-5491)
Floor Coverings:
Pavilion Floors offers an extensive variety of floor coverings including carpeting, VCT, ceramic, wood, and tile. Selected manufacturers (Mohawk, Lees, Collins & Aikman, Shaw, Design Weave, Atlas, Harbinger, Karastan, Durkan, Dal Tile and Patcraft) have extended “best pricing” to Harvard through Pavilion Floors. You can obtain this pricing directly or it can be extended to a contractor. Design consultation, installation, repair services, leasing, and warranty information are also available. Using Pavilion Floors for your carpeting needs can yield significant savings. Contact Tim McGovern, 781-933-8500 ext. 405. (Sandi Newton 5-5491)
Laboratory Supplies:
VWR International is Harvard's vendor partner for general laboratory supplies and equipment. VWR offers significant price reductions on many commonly purchased lab products. Most orders are shipped complete for next day delivery and capital equipment is delivered and installed into the lab at no extra charge. Special discounts for lab startup programs have also been put in place. As part of the partnership, Alert Scientific will provide service on VWR-purchased products at very competitive rates. A customer service team dedicated to Harvard can be contacted at 5-5080. (Sandi Newton 5-5491)
Compressed Cylinder Gases: The relationship with Airgas allows laboratories to better manage their research cylinder supplies. Participating locations will see improved compliance with governmental regulations, an increase in formal and informal safety training, consolidated invoicing from a single vendor, customized web-based inventory reporting, and cost savings resulting from a reduction in the number of cylinder rentals. Contact Sue McNeill at 800-890-4600 ext. 3041 for further information. (Sandi Newton 5-5491)
Temporary Help:
Harvard University has established a vendor partnership with Spherion, Inc. Spherion provides high-quality, screened, and skill-tested clerical and administrative staff, specifically trained and oriented for assignments at Harvard. An on-premise location is dedicated solely to supporting Harvard's temporary help staffing needs (5-1500 in Cambridge or 2-6200 in the LMA). There is no buy-out fee for temporary-to-permanent hires; Harvard has hired 600 Spherion employees to date. Performance is guaranteed. (Sandi Newton 5-5491)
Bottled water:
In collaboration with MIT, Harvard has negotiated special pricing for bottled and filtered water with Poland Spring. There are no deposit charges. PCard settlement is encouraged. Contact Helene Stern at 978-970-5656 ext. 3018. (Sandi Newton 5-5491)
* * *
Here is an update on recent Procurement Management Department efforts to develop new strategic vendor partnerships in the areas of building supplies, construction contracts, and general contracting. Please contact Herman Faigenbaum at 5-2934 with questions or comments.
Building Maintenance and Repair (MRO) Supplies: An Advisory Committee representing key stakeholders in the facilities area has been working to identify purchasing requirements and to aggregate buying power for MRO supplies. It is anticipated that vendor partner(s) will be selected and the implementation of the program will begin in early 2004. The goals of this initiative are to significantly reduce prices and improve services to building managers.
Building Systems: The Building Systems Advisory Committee has been exploring the various technologies used by building managers to support Harvard's physical plant. A University-wide agreement has been reached with Mac Systems, a supplier of security access systems. The Committee is also developing a competitive process to select building energy management and fire alarm systems.
Construction Contracts: The Senior Contract Manager for Construction will begin a review of the business terms of Harvard's construction contracts in collaboration with general contractors, architects, engineers, and selected Harvard representatives. The goal is to develop commercial standards for Harvard contracts that leverage internal best practices.
Performance Information Procurement System (PIPS): PIPS focuses on the general contractor selection process for capital projects; it allows for targeting a qualified contractor for the work based on past performance and other criteria. PIPS increases competition and improves the ability to leverage internal resources. It is anticipated that pilot testing for PIPS will begin in January 2004.
New Offerings on the Risk Management
and
Audit Services Website top
Check out the new offerings on the RMAS website:
An Operations Self-Assessment (OSA) questionnaire has been developed by RMAS as a tool for local units to evaluate their business practices and procedures.
Are you protecting your identity? Identity theft is often a crime of opportunity. Follow these tips to reduce your chances of becoming a victim.
What is the GLBA Safeguards Rule? The Gramm Leach Bliley Act (GLBA) Safeguards Rule is a federal law requiring businesses that provide financial products or services to ensure the security and confidentiality of their customers' personally identifiable, non-public financial information. This includes electronic and paper records.
Do you have change control over your IT systems? Change control is the process that management uses to identify, document, and authorize changes to an IT environment. It minimizes the likelihood of disruptions, unauthorized alterations, and errors.
AWS3 Reporting Updates top
Enhancements:
The AW015 - Employee Earnings by Department now has a summary report option available.
Business description: This report provides departments the ability to view post-10/1/2002 earnings for their own department (1) in detail or (2) as a summary.
New reports and a new role available:
BEN018: Longer Service Credit Report
Business description: This report allows users to view service credit information for employees within their security view. Users will be able to view service credit data as of a certain date or view employees reaching speicific service milestones between a date range.
Role: HDW^HR^TUB
HDHRX005: Compensation Rate Change
Business description: The purpose of this report is to allow users to view employees who had a pay rate change during a specific time period. Users will have the option to select individuals, select departments, or select central reporting affiliations. The report will display one page per employee showing their previous salary, new salary, the difference between the salaries, and the percentage change. You can use this report to view the 1/1/2004 progression increases and 7/1/2004 salary increases.
Role: HDW^PAY^TUB
BEN580: Benefits History
Business description: This report provides users with the ability to view current benefits, plan, coverage, and participation information for active employees.
Role: HDW^BEN^TUB^Reports User (this is a new role)
Please follow this link for detailed descriptions of the new AWS3 reports.
Browser Troubleshooting Guide for
Oracle Financials Users
Now Available top
The Office for Administrative Systems has issued a troubleshooting guide for Oracle Financials users who may be experiencing problems with Internet Explorer or Adobe Acrobat for reporting. It specifies the browser versions certified to work with Oracle, how to clear your cache, recommended browser security and default settings, and solutions to problems that users have reported.
University Helpline top
Have a question? Confused about a policy? Don't know where to turn? A confidential University HELPLINE (1-877-694-2ASK) is available to assist any member of the Harvard community with questions or concerns they may have about the University's policies, procedures, or about standards for acceptable business practices and financial or regulatory reporting. The HELPLINE is active 24 hours a day and is designed to make it easy to get information in a large decentralized work place. |
University Partnership with IBM for
Personal Purchases top
If you would like information about IBM personal purchases, go to www.computers.harvard.edu or www.uis.harvard.edu/technology_services. The information on the IBM website gives Harvard pricing as well as detailed specifications of the products offered.
After accessing the URL, choose "Personal Login" in the IBM section. You will be asked to authenticate (using your Harvard ID and PIN). You can browse through the equipment available and place an online order. For additional assistance call 1-877-222-6426, Option 1, Code 6587.
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