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Financial Administration (FAD) 2007/2008 Winter Recess Schedule top
The University will be in recess from 5 pm Friday, December 21, 2007 until Wednesday, January 2, 2008. Please review the following for special processing deadlines, cutoff dates, and system and support availability, leading up to and throughout the winter break.
Financial and Sponsored systems/applications will be up during winter recess; however, transactions will not be posted to the General Ledger, or refreshed into the CREW and DWCENPRD ad hoc reporting environments, and the University Help Desk (6-2001) and FAD staff will be unavailable. On-line resources will be available 24/7, as usual.
- Accounts Payable / Web Voucher
- Accounts Receivable
- Budget Tool (Fiscal and Sponsored)
- CAPS
- Cash Management (CMRA)
- Cash Receipts
- Chart-Security Maintenance Application (CSMA) / Chart of Accounts (Sponsored and Non-Sponsored) / Oracle Security
- General Ledger / ADI / General Accounting Office
- Grants Management Application Suite (GMAS)
- ID Services
- Office for Sponsored Programs
- Payroll Services
- PCard
- Reporting: Ad hoc and CREW (Financial and Sponsored)
- Student Receivables
- Travel (Web Reimbursement)
Departments and Systems |
Winter Recess Schedule Changes |
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Contact:
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Approved vendor invoices to be posted in December must reach Accounts Payable at 1033 Mass Ave. by 5 p.m. Friday, December 21. Invoices received after this time will be posted in January. Invoices already in the Accounts Payable system that come due between December 21 and January 1, 2008 based on their payment terms, will be paid on Thursday, December 20. Approved vendor invoices that need to be paid by January 1, 2008 (rent, utilities, etc.) must reach Accounts Payable at 1033 Mass Ave. by 5 p.m. Friday, December 14. |
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Contact: Kathy Hallman, 5-4598 |
Invoices to be entered by Central AR must be received by 5 p.m. Tuesday, December 18 to ensure posting prior to the winter recess. Manually entered invoices completed in Oracle AR before 4:30 on December 21 will be posted prior to the winter recess. Manually entered invoices completed during the winter recess will be sent to the general ledger on January 2 when regular processing resumes. The last sweep of invoice feed files will occur at 5 p.m. Friday, December 21 and will resume Wednesday, January 2. Feed files may be sent during the winter recess, but they will not be processed until Wednesday, January 2. Feeds submitted during the break should be given unique extensions so files are not overwritten. |
Budget Tool (Fiscal and Sponsored) Contact: |
Budget Tool input and upload entries entered by 7:30 p.m. Friday, December 21 will post and be included in the nightly data refresh of the CREW and ad hoc reporting environments. Budget Tool entries submitted during the winter recess will be processed Wednesday, January 2 and will be reflected in CREW/ad hoc environments on Thursday, January 3, 2008. |
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Contact: |
Status of CAPS forms as of close of business Friday, December 21 will not change until Wednesday, January 2. Any input of budget detail information will be reflected on CAPS (not CREW) reports during this period of time. |
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Contact: Susan Rossini, 6-3017 |
Voided Checks All checks that need to be voided and re-deposited must be received by Cash Management no later than noon Wednesday, December 19 for the credit to be posted in December 2007. 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 451 no later than 5 p.m. on Tuesday, December 18. Note, 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 A/P at 1033 Mass. Ave. no later than 3 p.m. on Thursday, December 20. Note, a wire transfer authorization form must be attached to the front of the invoice. |
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Contact: Cash Receipts, 6-8332 |
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 Wednesday, December 19 in order for the credit to be posted in December. Massachusetts Taxable Sales Deposits Please deliver all forms for December sales through December 20, 2007 by noon Friday, December 21. Any sales made December 22-31, 2007 must be delivered by noon January 2, 2008. Closing Early Please note that Cash Receipts will be closing early on December 12th at 3:30 and on December 18th at 2:45; we would ask that you plan accordingly. |
Chart-Security Maintenance Application (CSMA) / Chart of Accounts / Oracle Security Contact: (for oracle user security requests) |
Chart of Accounts Requests: Cross Validation Rule Requests: 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 Wednesday, January 2, 2008. Oracle Security Requests: Oracle 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 Wednesday, January 2, 2008. |
General Ledger / General Accounting Contact:Joe DeCristoforo, 5-4592 |
Manual Journals entered by 6:30 p.m. Friday, December 21st will post and be included in the nightly data refresh of the CREW and the ad hoc reporting environments. The last sweep of journal feed files will occur at 5:00 p.m. Friday, December 21st and will resume Wednesday, January 2, 2008. Files sent during the winter recess will post on Wednesday, January 2nd and be reflected in the CREW and ad hoc reporting environments on Thursday, January 3, 2008. Feeds submitted during the break should be given unique extensions so files are not overwritten. Please note, the DEC-07 close will occur as regularly scheduled on January 8, 2008. |
Grants Management Application Suite (GMAS) Contact: |
GMAS will be available during the winter break with the following exceptions: •Friday, December 21st, 4 p.m., will be the last time to activate new sponsored accounts before the winter recess. New accounts posted for activation in GMAS during the winter recess will not be activated until Tuesday, January 2, 2008, when account setup returns to its usual schedule.•During the break, all financial data in GMAS and all GMAS data in the Data Warehouse will reflect transactions as of the end of day Friday, December 21, 2007. On the evening of Wednesday, January 2, 2008, financial data updates will return to the usual schedule. •The GMAS Help Desk will be closed during the winter recess. |
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Contact: |
Any special requests must be made by 5 p.m. on Monday, December 17, 2007 in order to be processed prior to the winter recess. |
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Contact: |
OSP will close for winter recess at 3 p.m. on Friday, December 21, 2007 and will reopen on Wednesday, January 2, 2008. There will be no one in OSP during this period. Any proposals with deadlines that fall within these dates should be submitted no later than 5 p.m. on Friday, December 14. As always, earlier submissions are welcome. If this is impossible, please contact your Grants and Contracts Specialist or Ethlyn O’Garro (6-3117) so we can plan accordingly. A list of our staff and their departmental assignments is located at http://vpf-web.harvard.edu/osr/contacts.shtml. |
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Contact: |
All paycheck dates, and related deadlines for paperwork submission, time reporting, and time approval can be found at http://able.harvard.edu/hr-common/payroll-calendar.pdf. All offices will be closing at 5:00 p.m. on Friday, December 21. Any off cycle checks not picked up by 5:00 p.m. will be put in U.S. mail. There will be no one in Central Payroll during the winter recess. If there is an emergency need during the break, tub-level HR and payroll administrators only can call 617-495-4204 and leave a message. Voicemail will be checked on this line twice a day during the week. It will not be monitored on weekends or holidays. Important exception: Weekly checks for the pay period ending December 22, 2007 will be delivered to University Mail Services for distribution on December 28, 2007. If you have employees who want to receive their checks on December 28 rather than waiting until after the break, you should tell them to go to 219 Western Ave, University Mail Services (Basement) between 9:00 a.m. and 1:00 p.m. on Friday, December 28 to pick up their checks. Employees must show an HUID card to pick up checks. You are responsible for notifying employees where and when checks will be available for pickup. Any checks remaining will be distributed to local departments on Wednesday, January 2. If your office will be open on December 28 and you want to have checks available for pickup locally, contact Ken Toy at 617-495-4490 no later than Wednesday, Deember 19. This announcement only pertains to the distribution of checks for weekly paid employees. Employees with direct deposit will receive their pay on December 28 and their paper advice after the holiday break. Please remind employees that they can view their online pay advices through PeopleSoft Employee Self Service. |
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Contact: John Bostwick, 6-2958 |
Due to the winter recess, the PCard sweep originally scheduled for Thursday, December 27, 2007 will be moved to Wednesday, January 2, 2008 at 3:00 PM. The January 2 sweep will be run at 3:00 PM so that the associated transactions can be booked to December 2007. Please note that the Thursday, January 3 PCard sweep will occur at the regularly scheduled time of 5:00 PM. So, there will be two PCard sweeps during the first week of January 2008. |
Reporting - Fiscal and Sponsored |
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Contact: |
Refund requests will be processed until 10:00 a.m. on Thursday, December 20, and will be mailed or available for pick-up until noon on Friday, December 21, 2007. Other refund requests will be processed until 10:00 a.m. on Friday, December 21, 2007, with checks available after 2:00 p.m. Payments received at 953 Holyoke by Friday, December 21 will be credited to student accounts before January 1, 2008. |
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Contact: |
Reimbursements, including GE Direct pay, received by the end of the day on Monday, December 17 will be processed before the winter break. |
Human Resources Data Warehouse Reporting Winter Recess Outages top
| Reporting - Ad Hoc & Export Users | Ad Hoc Business Area | Last Load Prior to Winter Recess | Resumption of Regular Nightly Load Schedule |
| Contact: | |||
| Krissy Carter, 5-4596 | DWHRPRD | Friday, December 21st | Monday, December 31 |
| Reporting - CREW | CREW Business Area | Last Load Prior to Winter Recess | Resumption of Regular Nightly Load Schedule |
| Contact: | |||
| Krissy Carter, 5-4596 | Human Resources | Friday, December 21st | Monday, December 31 |
December 2007 Deadlines for Absence Approvals top
Ed. Note: the following information appeared in the previous editon of e-News. It is being reproduced here so that all winter recess deadlines can be accessed in one place. Due to the December holidays and Winter Recess, Absence Approval Deadlines for the remainder of December are as follows:
Absence Approval Deadline for Week Ending Saturday, December 15 |
| Absence Approval Deadline - Friday, December 14, 3:30 pm |
Absence Approval Deadline for Week Ending Saturday, December 22 |
| Absence Approval Deadline - Tuesday, December 18, 3:30 pm |
Absence Approval Deadline for Week Ending Saturday, December 29 |
| Absence Approval Deadline - Friday, December 21, 3:30 pm |
When and How to Report and Approve Time During the 2007 Winter Recess top
Ed.Note: the following information appeared in the previous editon of e-News. It is being reproduced here so that all winter recess deadlines can be accessed in one place. 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 highlight 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 |
Friday, December 14 at 5 p.m. |
Time entry deadline for period of 12/09 - 12/15:
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| Monday, December 17 at 5 p.m. | Approve time and labor for period of 12/09 - 12/15:
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| Tuesday, December 18 at 5 p.m. | Time entry deadline for period of 12/16 - 12/22:
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| Wednesday, December 19 at 5 p.m. | Approve time and labor for period of 12/16 - 12/22:
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Thursday, December 27 at 5 p.m. |
Time entry deadline for period of 12/23 - 12/29:
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| Friday, December 28 at 5 p.m. | Approve time and labor for period 12/23 -12/29:
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Paydays for overtime-eligible staff will be adjusted as follows:
This group |
Will be paid |
Clerical/technical workers |
Friday, December 21 for the period from 12/02 to 12/15 |
Student and non-student temporary workers |
Friday, December 21 for the workweek ending 12/15 |
Service and trades workers |
Friday, December 21 for the workweek ending 12/15 |
Student and non-student temporary workers |
Friday, December 28* for the workweek ending 12/22 |
Service and trades workers |
Friday, December 28** for the workweek ending 12/22 |
** NOTE: Checks, designated for University distribution, will be available for pickup from 9 a.m. – 1 p.m. Friday, December 28 at 219 Western Ave. University Mail Services (Basement). If departments need to pick up checks for local distribution, please contact Ken Toy at 617-495-4490 no later than Wednesday, December 19th. Employees must show an HUID card to pick up checks. |
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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 |
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 - 12/28 | HOL | REG | A floating holiday to be taken later |
| 12/31 | HOL | REG | A floating holiday to be taken later |
| 1/01 | 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
FHE – Floating Holiday Earned (Optional)
- Does not pay out, for tracking purposes only
- Does not add to Overtime Hours
FHT – Floating Holiday Taken
- Paid at Hourly Rate
- Adds to Overtime Hours
Note: All scenarios assume 7-hour scheduled workday
Scenario 1: Employee works 7 hours on Christmas (12/25), wants holiday paid out on the same day.
| Report: | 12/25 | HWK | 7 | |
| FHP | 7 |
Scenario 2: Employee works 7 hours on Christmas (12/25), wants to take floating holiday on Jan. 2.
| Report: | 12/25 | HWK | 7 | |
| 12/25 | FHE | 7 | ||
| 1/02 | FHT | 7 |
Scenario 3: Employee works 4 hours on Christmas (12/25), wants holiday paid out on the same day.
| Report: | 12/25 | HWK | 4 | |
| FHP | 4 | |||
| HOL | 3 |
Scenario 4: Employee works 4 hours on Christmas (12/25), wants to take 4 hours of floating holiday on Jan. 2.
| Report: | 12/25 | HWK | 4 | |
| FHE | 3 | |||
| HOL | 3 | |||
| 1/02 | REG | 3 | ||
| FHT | 4 |
Scenario 5: Employee works 10 hours on Christmas (12/25), wants holiday paid out on the same day.
| Report: | 12/25 | HWK | 10 | |
| FHP | 7 |
Scenario 6: Employee works 10 hours on Christmas (12/25), wants to take floating holiday on Jan. 2.
| Report: | 12/25 | HWK | 10 | |
| 12/25 | FHE | 7 | ||
| 1/02 | FHT | 7 |
NEW- Fiscal Budget Tool Training is now Available top
A blended learning approach has been developed by FSS Custom Applications to support users of the Fiscal Budget Tool. This approach is comprised of two key components:
1. Desk Top Online Course:
An online course has been developed based on the original instructor-led course, work instructions and class demonstrations. This course includes task simulations which provide learners with hands-on experience in using the Fiscal Budget Tool features. Quiz questions are available at the end of each unit within the course to reinforce key points. The questions are not scored and learners are provided feedback to assist them in selecting the correct answer. All of the Fiscal Budget Tool work instructions have been updated to reflect the most current version of the Oracle Applications and provide step-by-step instruction on how to perform key tasks within the Budget Tool application. To begin the training visit the CWD website.
The full course description and the online class can be accessed here: http://harvie.harvard.edu/courses/detail.do?value(course_id)=1435
Some Key Enhancements and Benefits of new Online Training:
- All of the Fiscal Budget Tool work instructions have been updated to reflect the most current version of the Oracle Applications and up to date links.
- Provides step-by-step instruction on how to perform key tasks within the Budget Tool application.
- Point and click links added to obtain newly created job aids and work instructions right from within the online training modules.
- You no longer need to leave your office to attend training offsite.
- Ability to revisit presentation any time from the convenience of your desk top when needed to reinforce tasks while working on budgets over the coming months
- Course can be taken at the end user’s own pace – can stop and start again where you left off over any period of time.
- Time savings - online course for new users takes 2.5 hours, standard traditional instructor lead training took 4.5 hours
2. Optional Hands On Fiscal Budget Tool Workshops:
Fiscal Budget Tool Workshops are now available on Wednesdays. Workshops are offered twice a day for 2 hours. Morning workshops beginning at 10:00 a.m. provide standard classroom learning approach training. Afternoon workshops starting at 3:00 p.m. provide optional hands on clinics designed to provide one on one support and allow you to bring your specific fiscal Budget Tool questions for resolution. To sign up for a workshop contact Lori Kalish at 617-384-7409 or via e-mail at lori_kalish@harvard.edu.
(Please note that information about central and local budget processing is not available during these sessions. For assistance with the budget planning process please contact your local financial manager or budget office.)
New Funding Procedures Policy Document Issued top
The Funding Procedures associated with the Facilities and Equipment Policy have been issued and are available via the following link:
http://vpf-web.harvard.edu/ofs/policies/documents/Funding_Procedures.pdf
Given that these procedures are documenting existing practice, the guidance is effective as of July 1, 2007. Questions may be directed to your tub finance office. Tub finance offices with questions may contact the University Accounting Services analyst or manager assigned to their tub or Devin Advani, Manager of Fixed Asset Accounting, at 617-495-3766 or devin_advani@harvard.edu.
Cash Receipts Office is Moving top
The Cash Receipts Office will be relocating to the Mezzanine at 1033 Massachusetts Avenue some time during the winter. The space at 1033 is currently being renovated and will provide a more secure environment than the Holyoke space.
As the construction at 1033 progresses, we will provide the Harvard community with more information and an actual move date.
About the e-News top
The Center for Workplace Development publishes this electronic newsletter for users of Harvard University's financial, HR, and reporting systems, policies, and procedures. The e-News is generally 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.
For information about subscribing or unsubscribing to the eNews notifications, visit our who gets the eNews page.