June Extra 2008 previous issue back issues index by topic e-News home Contact us at: admin_systems_enews@harvard.edu or via the UIS Helpdesk at 6-2001 The Administrative Systems e-News is a monthly electronic newsletter for users of Harvard's financial, human resources, and reporting systems. Click the links below to learn more about ... Fiscal Year End Closing Schedule Reminder University Procurement and Disbursement Services Becomes University Financial Services (UFS) July 2, 2008. Harvard Changing PCard Providers from GE Corporate Payments to JPMorgan Chase Special Time & Labor and Absence Management Deadlines for the July 4 Holiday Absence Management Year-End Reminders IRS Increases Standard Business Mileage Rate for the Second Half of 2008 About the e-News

Fiscal Year End Closing Schedule Updated  top

The updated FY2008 schedule of closing deadlines and submission information for FY2008 financial transactions, as well as a printable list of the closing schedule is now available. The updates now direct certain check transactions to be handled by the Cash Management office instead of University Accounts Payable.

University Procurement and Disbursement Services Becomes University Financial Services (UFS) July 2, 2008  top

There has been a strategic realignment within University Procurement and Disbursement Services. Effective July 2, 2008 University Procurement and Disbursement Services will now take on the new name of University Financial Services (UFS). UFS is now comprised of the following three functions:

UFS Customer Service – The customer service functions that were currently performed within various operational areas will now be brought together, under Mark Ford, to form a cross functional, customer relations team (CRT). Comprised of 4 teams, each focusing on a portfolio of customers including schools, service units, departments, and affiliates, UFS Customer Service will serve as the primary contact between the University community and UFS.

UFS Operations – This group, led by Pat Dick, will provide transaction processing services to the University in the accounts payable, accounts receivable, payroll, and PCard/travel card reimbursements areas.

Strategic Procurement – This group remains unchanged and will, under Ray Wise, continue to advise and support the University community in the prudent and effective stewardship of resources expended for goods and services.

Effective Wednesday, July 2, 2008 we ask that all University administrators use the following telephone numbers to contact their Customer Relations Team cluster for all transactional matters:

All vendors and employees with individual questions (e.g., what is the status of my payment? Or where do I get a duplicate W-2 form?) should continue to call or be directed to dial 617.495.8500.

All employees that have technical application problems should continue to direct their questions to the Helpdesk at 617.496.2001

Harvard Changing PCard Providers from GE Corporate Payments to JPMorgan Chase   top

Harvard will be changing PCard providers from GE Corporate Payments to JPMorgan Chase. This decision was reached after the acquisition of the GE Corporate Payment division by American Express. A vendor analysis was conducted and determined that a large number of our current PCard vendors do not accept American Express. As a result, a MasterCard provided by JPMorgan Chase became the best choice for Harvard’s PCard program.

Changes to PCardholders should be minimal, and the PCard settlement system, how it looks and how it is used will not change. The application process will also remain the same.

Key Dates Regarding the Transition to JP Morgan Chase:

• July 21, 2008 –The new JPMorgan Chase PCards will be delivered to local PCard Administrators during the week of July 21st for distribution to cardholders.

Please note: Current PCard holders will automatically receive a JPMorgan Chase PCard; they will NOT need to complete a new application. Cardholders should activate their new PCards immediately upon receipt.

• July 25, 2008- GE PCards will be cancelled.

Vendors with recurring charges should be contacted by the cardholder and their new JPMorgan Chase card number should be given in place of their old GE card number. Please note that recurring charges can be forced through by the credit card provider even if the account is closed or cancelled. Cardholders should request written confirmation from the vendor that the credit card information was changed.

Cardholders can continue to use their PCards up until they receive their new JPMorgan Chase cards.

Sweeps for GE PCard charges will continue into early August. Reviewers should continue to review their transactions in the system. More information on the sweeps will follow.

Special Time & Labor and Absence Management Deadlines for the July 4 Holiday   top

Due to the July 4th holiday, the Time & Labor and Absence Management deadlines are as follows::

Absence Management Year-End Reminders    top

For all Absence Reporters:
All time off taken through June 28, 2008 should be reported in the Absence Management system by the end of day on Wednesday, June 25. Please take a moment to make sure that your time-off has been accurately reported for the past year. Please see your local Absence Adjuster or Absence Administrator for any missing time-off outside the allowable reporting range.

For all Absence Approvers, Adjusters and Administrators:
All reported paid time off for FY 2008 through June 28, 2008 must be approved by 3:30 pm on Thursday, June 26. This will ensure accurate reporting of the University's vacation liability as we close out the year. Please take a moment to review any new or outstanding requests and take the appropriate action. Your timely adherence to this request is much appreciated.

IRS Increases Standard Business Mileage Rate for the Second Half of 2008    top

Yesterday, the IRS announced (Announcement 2008-63) an increase in the optional standard mileage rates for the last six months of 2008. The rate will increase from 50.5 to 58.5 cents per mile for all business miles driven from July 1, 2008, through December 31, 2008. The new six-month rate for computing deductible medical or moving expenses also will increase by eight cents to 27 cents per mile. The rate for providing services for charitable organizations, which is set by statute, remains at 14 cents per mile. The special mid-year adjustment, which modifies Revenue Procedure 2007-70, was implemented to reflect recent gasoline price increases.

Click here to access the full Announcement 2008-63.

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.

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