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Financial Administration (FAD) 2008/2009 Winter Recess Schedule top
The University will be in recess from 12:00 pm Wednesday, December 24, 2008 until Monday, January 5, 2009. 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
- Authorized Requestor Information for Oracle, PeopleSoft, GMAS, and HIRES
- Budget Tool (Fiscal and Sponsored)
- CAPS
- Cash Receipts
- Chart-Security Maintenance Application (CSMA) / Chart of Accounts (Sponsored and Non-Sponsored)
- 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 (AP) at 1033 Mass Ave. by 5 p.m. Friday, December 19. Invoices received after this time will be posted in January. Invoices already in the AP system that come due between December 23 and January 1, 2009 based on their payment terms, will be paid on Tuesday, December 23, 2008. Approved vendor invoices that need to be paid by January 1, 2009 (rent, utilities, etc.) must reach AP at 1033 Mass Ave. by 5 p.m. Friday, December 12. Voided Checks All checks that need to be voided and re-deposited must be received by AP no later than noon Friday, December 19 for the credit to be posted in December 2008. 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 AP at 1033 Mass. Ave. no later than 5 p.m. on Friday, December 19. 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 5 p.m. on Monday, December 22. Note, a wire transfer authorization form must be attached to the front of the invoice. |
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Contact: Kathy Hallman, 5-4598 |
Invoices to be entered by Central AR must be received by 5 p.m. Thursday, December 18 to ensure posting prior to the winter recess. Manually entered invoices completed in Oracle AR before 4:30 on Tuesday, December 23 will be posted prior to the winter recess. Manually entered invoices completed during the winter recess will be sent to the general ledger on Monday, January 5 when regular processing resumes. Feeds submitted during the break should be given unique extensions so files are not overwritten. |
Authorized Requestor Information for Oracle, PeopleSoft, GMAS, and HIRES Contact:Oracle Authorized Requestors: appadmin@camail.harvard.edu PeopleSoft Authorized Requestors: hr_pssecurity@harvard.edu GMAS Authorized Requestors: gmassecurity@camail.harvard.edu HIRES Authorized Requestors: hr_pssecurity@harvard.edu |
User security, CVRs, TL/AM groups, Departments, and Location Code requests received after 5pm on Tuesday, December 23, 2008 will be processed after the winter recess beginning Monday, January 5, 2009. If you have an urgent request on Wednesday, December 24, 2008, please call Yvette Acevedo at 617.495.1916 before 11.30 am. |
Budget Tool (Fiscal and Sponsored) Contact: |
Budget Tool input and upload entries entered by 7:30 p.m. Wednesday, December 24 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 Monday, January 5 and will be reflected in CREW/ad hoc environments on Tuesday, January 6. |
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Contact: |
CAPS forms submitted after close of business (5pm) Wednesday, December 24 will be held in queue until Monday, January 5. Any changes to CAPS forms (including budget detail) will not be reflected in CREW until Tuesday January 6. Please note that no support is available for the system from 12pm Tuesday, December 24 until Monday, January 5. |
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Contact: Cash Receipts, 6-8332 |
Credit Vouchers: In order for a credit to be posted in December, 2008, credit vouchers accompanied by cash and/or checks will be accepted by the Cash Receipts Office until 4:30 on Monday December 22, 2008. Massachusetts Taxable Sales Deposits with Validated Bank Receipts: Please deliver all forms for transactions through December 19th, 2008 by Noon on Monday, December 22nd, 2008. Any sales made on December 22nd through the 31st, 2008 must be delivered by Noon, January 5th, 2009. |
Chart-Security Maintenance Application (CSMA) / Chart of Accounts / Oracle Security Contact: |
Chart of Accounts Requests: |
General Ledger / General Accounting Contact:Joe DeCristoforo, 5-4592 |
Manual Journals entered by 6:30 p.m. Wednesday, December 24 and journal feed files sent before 5:00 p.m. Wednesday, December 24th will be posted and included in the nightly data refresh of the CREW and the ad hoc reporting environments. Files sent during the winter recess will post on Monday, January 5, and be reflected in the CREW and ad hoc reporting environments on Tuesday, January 6, 2009. Feeds submitted during the break should be given unique extensions so files are not overwritten. Please note, the DEC-08 close will occur on January 9, 2009, which is one day later than regularly scheduled, due to the University being closed on January 2. |
Grants Management Application Suite (GMAS) Contact: |
GMAS will be available during the winter break with the following exceptions: •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 Wednesday, December 24. On the evening of Monday, January 5, 2009 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 Tuesday, December 16, 2008 in order to be processed prior to the winter recess. |
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Contact: |
The last day for submission of proposals with sponsor deadlines falling between December 24, 2008 and January 5, 2009 is Wednesday, December 17, 2008 at 5 pm. OSP guarantees that all proposals received by this deadline will be submitted on time. While we cannot guarantee on time submission for proposals received after December 17, we will do our best and make every effort to submit these proposals on time. If you have any questions, please contact your OSP Grants and Contracts Specialist or Ethlyn O’Garro (6-3117). A list of OSP staff and their departmental assignments is located at Please forward this message to faculty and colleagues as necessary. |
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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 12:00 p.m. on Wednesday, December 24. Any off cycle checks not picked up by 12:00 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 617-384-7576 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 and Bi-Weekly payrolls (with a check date of January 2, 2009) will be processed on December 29, 2008 . You will need to confirm your payroll is correct on that date. The payrolls are expected to be opened by 6:00pm on Sunday evening December 28th . You will have until 12:00pm on Monday, December 29th to contact University Financial Services with any errors that need to be corrected. Please call or email one of the following individuals: Joanne Jordan joanne_jordan@harvard.edu 496-1994 No corrections to the payroll can be done after the 12:00 calculation. Checks to be Voided and Personal Checks – C.O.B. Monday December 15th Any Harvard checks that need to be voided and any personal checks resulting from overpayments you are holding must be sent to Central Payroll by close of business Monday, December 15th. If received after this date the employee will receive an incorrect 2008 W2 Form. Check Pickup on Friday, January 2, 2009: Weekly checks for the check dated January 2nd will be delivered to University Mail Services for distribution on December 31, 2008. If you have employees who want to receive their checks on Friday, January 2nd rather than waiting until Monday, January 5th, checks will be distributed by University Financial Services staff from 9:00a.m. – 1:00 p.m. Friday, January 2nd at the Harvard University Employees Credit Union (16 Dunster Street). If departments need to pick up checks for local distribution, please contact Ken Toy (ken_toy@harvard.edu) no later than Friday, December 12th. 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 Monday, January 5th. This announcement only pertains to the distribution of checks for weekly and Bi-weekly paid employees. Employees with direct deposit will receive their pay on January 2 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: Customer Service 5-8500 |
Due to the winter recess, the PCard sweep originally scheduled for Thursday, December 25 will be moved to Monday, December 22 at 3:00 PM. The January 1 sweep will be moved to Monday January 5. |
Reporting - Fiscal and Sponsored |
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Contact: |
Refund requests will be processed until 10:00 a.m. on Tuesday, December 23, 2008 and checks will be mailed or available for pick up after 2:00 p.m. Payments received at 953 Holyoke by Tuesday, December 23, 2008 will be credited to student accounts before January 1, 2009. |
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Contact: |
Reimbursements, including GE Direct pay, received by the end of the day on Monday, December 15 will be processed before the winter break. |
Harvard Human Resources Information Systems & Analytics, HRMS Reporting Winter Recess Outages top
| Reporting - Ad Hoc & Export Users | Ad Hoc Business Area | Last Load Prior to Winter Recess | End of Year Load | Resumption of Regular Nightly Load Schedule |
| Contact: | ||||
| Krissy Carter, 5-4596 | DWHRPRD | Wednesday, December 24th | Wednesday, December 31st | Monday, January 5th |
| Reporting - CREW | CREW Business Area | Last Load Prior to Winter Recess | End of Year Load | Resumption of Regular Nightly Load Schedule |
| Contact: | ||||
| Krissy Carter, 5-4596 | Human Resources | Wednesday, December 24th | Wednesday, December 31st | Monday, January 5th |
December 2008 Deadlines for Absence Approvals top
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 20 |
| Wednesday, December 17 3:30 pm |
Absence Approval Deadline for Week Ending Saturday, December 27 |
| Monday, December 22, 3:30 pm |
Absence Approval Deadline for Week Ending Saturday, January 3 |
| Friday, January 2, 3:30 pm |
When and How to Report and Approve Time During the 2008 Winter Recess top
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
By this date and time |
This must be completed |
| Friday, December 12 at 5 p.m | Time entry deadline for:
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| Monday , December 15 | Have you checked your VPN access? As a reminder, if you plan to run your payroll register remotely on 12/29 you will need to have VPN access |
Monday, December 15 at 5 p.m. |
Approve time and labor for:
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| Wednesday, December 17 at 5 p.m. | Time entry deadline for:
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| Thursday , December 18 at 5 p.m. | Approve time and labor for:
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| Monday , December 22 at 5 p.m. | Optional time entry deadline for: (must be completed by 12/25 at 5)
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| Tuesday, December 23 at 5 p.m. | Optional time approval deadline for: (must be completed by 12/26 at 5)
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Paydays for overtime-eligible staff will be adjusted as follows:
This group |
Will be paid |
Student and non-student temporary workers |
Wednesday, December 24 for the workweek ending 12/20 |
Service and trades workers |
Wednesday, December 24 for the workweek ending 12/20 |
Clerical/technical workers |
Friday January 2 for workweek ending 12/27 |
Student and non-student temporary workers |
Friday January 2 for workweek ending 12/27 |
Service and trades workers |
Friday January 2 for workweek ending 12/27 |
**NOTE: Checks, designated for university distribution, will be available for pick up from 9:00a.m. – 1:00 p.m. Friday, January 2nd at the Harvard University Employee’s Credit Union. (16 Dunster Street). If departments need to pick up checks for local distribution, please contact Ken Toy (ken_toy@harvard.edu) no later than Friday, December 12th. Employees must show an HUID card to pick up checks.
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.
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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 |
| 12/29 | 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 |
| 1/01 | 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. |
| 1/02 | 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.
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
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 Monday, Jan. 5.
| Report: | 12/25 | HWK | 7 | |
| 1/05 | HOL | 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 Monday, Jan. 5.
| Report: | 12/25 | HWK | 4 | |
| HOL | 3 | |||
| 1/05 | REG | 3 | ||
| HOL | 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 |
New Accepting Credit Card Payments Policy Document Issued top
The University’s “Accepting Credit Card Payments” policy has been issued, and posted on the Office for Financial Policy website. The new policy is available directly via the following link:
http://vpf-web.harvard.edu/ofs/policies/documents/accep_credi_card_payme.pdf
Questions may be directed to your tub finance office. Tub finance offices with questions may contact the Cash Management Office. (Please click here to find the Cash Management Office contact list.)
New High-Tech ID Cards Distribution Schedule top
Starting last week, Harvard began distributing new, high-technology ID cards to everyone in the University community. The Harvard ID card is used in more than 400 systems across campus, and the new card will make those systems more secure by segregating key information and encrypting it in card-based technologies that are unique to Harvard.
Card distribution will continue through the early winter of 2009, moving progressively to various distribution points in the Cambridge, Longwood and Allston areas. The ID Card Exchange Team will trade affiliates’ old Harvard ID card for a new one in a matter of minutes, with all the personal data activated on the new card. While ID exchange sites and dates were coordinated to reach the many different areas of campus, any member of the Harvard community can go to any exchange site convenient to them to pick up the new ID.
You must bring your existing, valid Harvard ID when you pick up your new ID.
Re-carding event schedule:
Dates/Times: Dec. 15-19 (Monday 11am-6pm.; Tuesday-Thursday 8am-6pm; Friday 8am-2pm)
Schools/Tubs: Harvard Kennedy School, Radcliffe, athletics, A.R.T., Center for Astrophysics, Central Administration, and retirees at the HKS Taubman Rotunda
Dates/Times: Jan. 5-9 (Monday 11am-8pm; Tuesday-Thursday 8am-8pm; Friday 8am-2pm)
Schools/Tubs: Harvard Central Administration, Extension School, retirees, athletics, A.R.T., FAS, GSAS, GSD, GGSE, Radcliffe, and HUL at the Cambridge Queen’s Head (Memorial Hall Basement)
Dates/Times: Jan. 12-16 (Monday 11am-6pm; Tuesday-Thursday 8am-6 pm; Friday 8 am-2pm)
Schools/Tubs: Harvard Medical School, Harvard School of Public Health and Longwood hospitals at the HMS New Research Building
Dates/Times: Jan. 20-23 (Tuesday-Thursday 8am-6pm; Friday 8am-2pm)
Schools/Tubs: Harvard Business School at the HBS Shad Basketball Court
Dates/Times: Jan. 26-30 (Monday 11am-6pm; Tuesday-Thursday 8am-6pm; Friday 8am-2pm)
Schools/Tubs: Harvard Kennedy School and retirees at the HKS Taubman Rotunda
Dates/Times: Feb. 2-6
Schools/Tubs: All remaining at the Holyoke Arcade
Dates/Times: Feb. 9-11 (Monday-Wednesday 10am-5:30pm)
Schools/Tubs: Harvard Law School at the HLS Ropes Gray Room
To learn more about the new Harvard IDs and ID exchange sites and dates, visit http://www.newid.huid.harvard.edu. If you don’t see a School or program listed here, check the Web site as some event dates and locations are still being finalized.
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.