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PeopleSoft Release 25

Due to HR Release 25.0, PeopleSoft and HIRES transmissions to PeopleSoft will be unavailable starting on Friday, December 4th at 5:00pm until Monday, December 7th at 8:00am.

The following enhancements will be available in PeopleSoft as of Monday, December 7th:

Absence Management Updates

Reports

• Absence Balance Summary Report Modifications
• Absences Historical & Planned Report Enhancement

Pages

• Adjust Absence Balances Page Modification

Absence Balance Summary Report Modification:

• Harvard Reports>Absence Management Reports>Absence Bal Summary Rpt (HUC)
• Report logic corrected to only return employees enrolled in Absence Management at any point between the "Start Date" and "End Date" of the report
• Report logic corrected to only return employees based upon the user's current Absence Group security
• The report run control page has 1 modified checkbox and 1 new checkbox:
• Exclude Employees not in Absence Group(s) as of End Date:
• If the checkbox is unchecked: Report will include all employees who were under the user's current Absence Group security at any point between the Start and End Dates of the report
• If the checkbox is checked: Report will exclude all employees outside the user's current Absence Group security as of the "End Date" of the report
• Exclude Terminated & Retired Employees as of End Date:
• If the checkbox is unchecked: Report will include all employees who otherwise qualify for the report regardless of employee status
• If the checkbox is checked: Report will exclude employees with a job status = Terminated, Retired or Deceased where the job effective date is < or = the "End Date" of the report
• The report output has 2 new columns
• Balance As of Date (to the right of Starting Balance column): This is the Starting Balance As of Date value. It will default to the "Start Date" of the report unless the employee was within the user's current absence group security for a time period > the "Start Date"; in this case the Starting Balance As of Date value will represent the day that the employee joined the user's absence group
• Balance As of Date (to the right of Ending Balance column): This is the Ending Balance As of Date value. It will default to the "End Date" of the report unless the employee was within the user's current absence group security for a time period < the "End Date"; in this case the Ending Balance As of Date value will represent the day that the employee left the user's absence group
• These screenshots display the updated run control page and report output with highlighted changes:







(click image to enlarge)

Absences Historical & Planned Report Enhancement:

• Harvard Reports>Absence Management Reports> Absences(Historical & Planned)
• Employees no longer enrolled in Absence Management will no longer be returned
• Employees who are no longer enrolled in Absence Management, but were enrolled anytime between the Start Date and End Date specified in the run control will still display
• Report can now be filtered when Return Employees without Absence Events within this range is selected
• Report can be filtered on Absence Type, Paygroup, and FLSA Status
• When Absence Type is selected in conjunction with Return Employees without Absence Events within this range, the report will return employees who have NOT had the absence type within the Start and End date entered in the run control

Adjust Absence Balances Page Modification

• Global Payroll & Absence Mgmt>Payee Data>Maintain Absences>Adjust Balances>Absences
• Excess Vacation and Longer Service Awards will no longer be available for selection on this page
• All balance adjustments for these award types must be made on the Assign Accruals and Takes Page
• Global Payroll & Absence Mgmt>Payee Data>Maintain Absences>Assign Accruals and Takes
• Information on how to Adjust Balances on the Assign Accruals and Takes page can be located on Eureka under the Work Instructions entitled 'Termination Process'
• http://eureka.harvard.edu/Eureka/jobaids.cfm?categoryID=179

Time and Labor Updates

Reports

• HU Payable Status Report Enhancement

HU Payable Status Report Enhancement

• Time and Labor>Reports>HU Payable Status Report
• Two new filters have been added to the run control page of the report: Time Reporting Code and Workgroup






• The Time Reporting Code filter, when entered, will only return those employees who have Payable Time matching the TRC entered
• The Workgroup filter, when entered, will only return those employees who are in the Workgroup specified
• These filters may be used in conjunction with each other or with the additional filters on the run control page

Payroll Updates

Reports

• New Report: Additional Payment Cost Center Register

Search Page Change

• Payline Transaction Form Search Page Modification

HU Payable Status Report Enhancement

• Harvard Reports>Payroll Related>Addl Payment Cost Center Reg
• Summary of Report Logic:
  • Returns payroll transactions generated from the Additional Pay page
  • Returns transactions that are added directly to a calculated payroll via payline
  • Excludes regular earnings transactions from Job Data for salaried employees
  • Excludes Time & Labor earnings transactions for hourly employees
  • Excludes Absence Management earnings transactions for salaried employees
• Report Run Control Page:
• Pay Run ID:
• Populate this field with an on-cycle Pay Run ID to return all qualifying transactions within the on-cycle payroll run
• Check Date Range:
• Populate the "From Date" and "To Date" with a check date range to return all qualifying transactions (on and off cycle) with a check date value within the range
• To limit the "From Date" and "To Date" transaction selection to off-cycle checks only, check the "Off Cycle Checks Only" box
• Note: All Off Cycle Checks are keyed to the payline manually; therefore, all off cycle check transactions will appear on Addl Payment Cost Center Register
• Note:Users must choose the Pay Run ID option OR the Check Date Range option
• Departments (optional): Populate the Department field(s) to limit the report data to the selected departments only
• Paygroups (optional): Populate the Paygroup fields(s) to limit the report data to the selected paygroups only
• Report Output:
• Output is very similar to the existing Cost Center Register and Off Cycle Cost Center Register and includes a Paygroup Earnings Summary along with Employee level detail
• "Total" Columns: Returns the TOTAL gross and net pay from the whole check
• "Other" Columns: Only returns the individual earnings codes that qualify as "Additional Pay Transactions" (see Report Logic section above)
• "Costing" Columns: Returns the full costing distribution for all earnings codes that appear in the "Other" column
• Note: If the total payroll transaction is comprised of an earnings code (or codes) where a portion of the of the payment qualifies for the "Other" column and a portion does not, the total costing distribution for earnings code is still displayed
• These screenshots display the run control page and sample report output:







(click to enlarge)

Payline Transaction Form Search Pages Modifications:

• Harvard Processes>Entry/Forms>Payline Form - Prepare
• Harvard Processes>Entry/Forms>Payline Form - Approve
• Harvard Processes>Entry/Forms>Payline Form - Submit
• "Sequence Number" field added to the Form Search Page
• "Paygroup" field added to Search Page Results




(click to enlarge)

HR Data Related

New SAS 112 Report Available

A new report, the Job Pay Change Report, has been created, to assist tubs/departments with their SAS 112 compliance reporting. The report was created for tubs/units that have a large volume of transactions and find the Personal Action History (PAH) report contains too many non-control related actions. The Job Pay Change report captures actions where either the employee's pay has changed on their job record or the action was hire (HIR), rehire (REH), termination (TER) or retirment (RET).

Below is the report parameter (run control) page with some key features identified.

Tubs/units that run the Job Pay Change Report do not need to run the PAH; the new report meets the control objective outlined in Harvard's SAS 112 requirments. Like the PAH, the department administrator (someone other than the person who initiated the payroll transactions) who reviewed the transactions on the Job Pay Change Report should sign and date the report and file for safekeeping.

Modification to Personnel Action History Report

Changes have been made to the Personnel Actions History (PAH) report's parameters page (run control). Like the Job Pay Change report's parameters page shown above, user running the PAH can run the report by either Effective Date or Action Date, create a custom sort, and exclude selected paygroups. (see descriptions above)

CREW HR Release 25

The CREW HR 25.0 Release is scheduled for December 5-7, 2009.

The CREW Human Resource Reporting Application will be unavailable beginning at 8:00pm on Friday, Dec. 4 (the usual down time in the evening) through Monday, Dec. 7 mid-afternoon. Ad hoc reporting & exporting from DWHRPRD, DWHRHST & IMSUTS will also be unavailable during this time.

The nightly PeopleSoft data load to the Data Warehouse is cancelled for Friday, December 4 due to the PeopleSoft HR 25.0 release that is also being installed.

Financial Administration (FAD) 2009/2010 Winter Recess Schedule

The University will be in recess from 12:00 pm Thursday, December 24, 2009 until Monday, January 4, 2010.  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 (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)
• Harvard University Budgeting System (HUBS)
• ID Services
• Office for Sponsored Programs
• PCard
• Reporting: Ad hoc and CREW (Financial and Sponsored)
• Student Receivables
• Travel (Web Reimbursement)

Departments and Systems	Winter Recess Schedule Changes
Accounts Payable Contact: AP Customer Service, 5-8500	Approved vendor invoices to be posted in December must reach Accounts Payable (AP) at 1033 Mass Ave. by 5 p.m. Tuesday, December 22. Invoices received after this time will be posted in January. Invoices already in the AP system that come due between December 24 and January 1, 2010 based on their payment terms, will be paid on Tuesday, December 24, 2009. Approved vendor invoices that need to be paid by January 1, 2010 (rent, utilities, etc.) must reach AP at 1033 Mass Ave. by 5 p.m. Friday, December 18. Voided Checks All checks that need to be voided and re-deposited must be received by AP no later than noon Monday, December 21 for the credit to be posted in December 2009. 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 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 5 p.m. on Tuesday, December 22. Note, a wire transfer authorization form must be attached to the front of the invoice.
Accounts Receivable Contact: AR Customer Service, 5-3787	Invoices to be entered by Central AR must be received by 5 p.m. Thursday, December 17 to ensure posting prior to the winter recess. Manually entered invoices completed in Oracle AR before 4:30 on Wednesday, 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 4 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 December 23 will be processed after the winter recess beginning January 4.  If you have an urgent request on December 24 please call Yvette Acevedo at 617.495.1916 before 11.00 am.
Budget Tool (Sponsored) Contact:             Lori Kalish, 4-7409	Budget Tool input and upload entries entered by 7:30 p.m. Thursday, 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 4 and will be reflected in CREW/ad hoc environments on Tuesday, January 5.
CAPS Contact:             Whitney Jermakova, 6-1575	CAPS forms submitted after close of business (5pm) Thursday, December 24 will be held in queue until Monday, January 4. Any changes to CAPS forms (including budget detail) will not be reflected in CREW until Tuesday January 5. Please note that no support is available for the system from 12pm Thursday, December 24 until Monday, January 4.
Cash Receipts Contact: Cash Receipts, 6-8332	Credit Vouchers: In order for a credit to be posted in December, 2009, credit vouchers accompanied by cash and/or checks will be accepted by the Cash Receipts Office until 5 pm on Monday December 21st . Massachusetts Taxable Sales Deposits with Validated Bank Receipts: Please deliver all forms for transactions through December 18th by 5pm on Monday, December 21st. Any sales made between December 21st and December 31st must be delivered by 5pm, January 4th, 2010.
Chart-Security Maintenance Application (CSMA) / Chart of Accounts / Oracle Security Contact: chart@camail.harvard.edu	Chart of Accounts Requests: Non-sponsored:  After the last "sweep" at 5 p.m. on December 24, the CSMA application will be available for users to submit requests, but those requests will not be routed or loaded to Oracle until business resumes on January 4. Sponsored: Thursday December 24 will be the last day to activate new sponsored accounts in the General Ledger (GL). Any new accounts posted in GMAS after 4:00 pm on the 24th will be sent to the GL for activation on January 4.
General Ledger / General Accounting Contact: Joe DeCristoforo, 5-4592	Manual Journals entered by 6:30 p.m. Thursday, December 24 and journal feed files sent before 5:00 p.m. Thursday, 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 4, and be reflected in the CREW and ad hoc reporting environments on Tuesday, January 5, 2010. Feeds submitted during the break should be given unique extensions so files are not overwritten. Please note, the DEC-09 close will occur on January 8, 2010 due to the University being closed on January 1.
Grants Management Application Suite (GMAS) Contact: Andrew Malone, 4-5915	GMAS will be available during the winter break with the following exceptions: •Thursday, December 24 at 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 Monday, January 4, 2010 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 Thursday, December 24. On the evening of Monday, January 4, 2010 financial data updates will return to the usual schedule. •The GMAS Help Desk will be closed during the winter recess.
Harvard University Budgeting System (HUBS) Contact: Ryan Sullivan, 5-4861	Availability of HUBS During Winter Recess •HUBS will be available but there will be no support staff available during this time. Nightly data processing and loading of new chart segments will be suspended.
ID Services Contact: Customer Service, 5-3322	Any special requests must be made by 5 p.m. on Thursday, December 17 in order to be processed prior to the winter recess. The last courier run to the Longwood Medical Campus will be Monday, December 21, 9:00 am.
Office for Sponsored Programs Contact: Ethlyn O’Garro, 6-3117	OSP will close for winter recess at 3 p.m. on Wednesday, December 23, 2009 and will reopen on Monday, January 4, 2010. There will be no one in OSP during this period. Any proposals with deadlines that fall within these dates should be submitted to us no later than 5 p.m. on Thursday, December 17th. 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.     If you anticipate submitting proposals with early January deadlines immediately following the break, please contact your Grants and Contracts Specialist now so they will be prepared to turn your proposal around quickly in the New Year. Our goal during the coming weeks is to address as many pending items as possible before the break, but knowing about proposals that may come in during the first week of January will allow us to plan more effectively and provide you with better service. The last day to set up new accounts will be December 23, 2009. Account set up will return to normal on January 4, 2010.
Payroll Services Contact: University Financial Services 5-8500	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 Thursday, 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 December 31, 2009) will be processed on December 28, 2009. 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 27th. You will have until 12:00pm on Monday, December 28th 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  Marc Willis   marc_willis@harvard.edu   496-5224  Steve Gaebel  steve_gaebel@harvard.edu 495-2716  No corrections to the payroll can be done after the 12:00 calculation. Checks to be Voided and Personal Checks  – C.O.B. Friday December 18th 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 Friday, December 18th.  If received after this date the employee will receive an incorrect 2009 W2 Form. Check Pickup on Thursday,  December 31, 2009:  Weekly checks for the check dated December 31st will be delivered to University Mail Services for distribution on December 31, 2009. If you have employees who want to receive their checks on Thursday, December 31st rather than waiting until Monday, January 4th, checks will be distributed by University Financial Services staff from 9:00a.m. - 1:00 p.m. Thursday, December 31st 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 11th. 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 4th. 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 December 31st and their paper advice after the holiday break. Please remind employees that they can view their online pay advices through PeopleSoft Employee Self Service.
PCard Contact: Customer Service 5-8500	Due to the winter recess, the Pcard sweep originally scheduled for Thursday, December 24 will be moved to Monday, December 21 at 3:00 PM. The December 31 sweep will be moved to Monday, January 4, 2010.
Reporting - Financial, Sponsored and Student Reporting-Ad Hoc (Fiscal and Sponsored) Ad Hoc Business Area Last Load Prior to Winter Recess Mid Winter Recess Load Resumption of Regular Nightly Load Schedule Contact:       Meng Yang, 6-3139 DWCENPRD Thursday, December 24 Thursday, December 31 Monday, January 4   Reporting - CREW (Fiscal, Sponsored and Student) CREW Business Area Last Load Prior to Winter Recess Mid Winter Recess Load Resumption of Regular Nightly Load Schedule Contacts:   Thursday, December 24 Thursday, December 31 Monday, January 4 Meng Yang, 6-3139 Financials, CAPS, Sponsored Jude Langmaid, 6-0020 Students
Student Receivables Contact: CST, 5-2739	Refund requests will be processed until 10:00 a.m. on Wednesday, December 23, 2009 and checks will be mailed or available for pick up after 2:00 p.m. Payments received at 953 Holyoke by Wednesday , December 23, 2009 will be credited to student accounts before January 1, 2010.
Travel / Web Reimbursement Contact:             Travel Counter, 5-7760	Reimbursements, including JPMC Direct pay, received by the end of the day on Monday, December 14 will be processed before the winter break.

When and How to Report and Approve Time During the Winter Recess December 2009

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 4 at 5 p.m. System is coming down at 5 for Release 25.0 Migrations	Time entry deadline for: weekly check of 12/11 biweekly check of 12/18
Monday , December 7 at 5 p.m.	Approve time and labor for: weekly check of 12/11 biweekly check of 12/18
Friday, December 11 at 5 p.m.	Time entry deadline for: weekly check of 12/18 biweekly check of 12/18
Monday , December 14	Have you checked your VPN access? As a reminder, if you plan to run your payroll register remotely on 12/28 you will need to have VPN access
Monday, December 14 at 5 p.m.	Approve time and labor for: weekly check of 12/18 biweekly check of 12/18
Tuesday, December 15 at 5 p.m.	Absence entry deadline for period of 12/13-12/19
Wednesday, December 16 at 3:30 p.m.	Absence approval deadline for period of 12/13-12/19
Wednesday, December 16 at 5 p.m.	Time entry deadline (Weekly employees) for period of 12/13-12/19 weekly check of 12/23
Thursday , December 17 at 5 p.m.	Approve time and labor (Weekly employees) for period of 12/13-12/19 weekly check of 12/23
Friday , December 18 at 5 p.m.	Time entry deadline(Bi-weekly employees) for period of 12/13-12/19 biweekly check of 12/31
Monday, December 21 at 5 p.m.	Time approval deadline (Bi-weekly employees) for period of 12/13-12/19 biweekly check of 12/31
Monday, December 21 at 5 p.m.	Absence entry deadline for period of 12/20-12/26
Monday, December 21	Off Cycle payroll
Tuesday, December 22 at 3:30 p.m.	Absence approval deadline for period of 12/20-12/26
Tuesday, December 22	Off Cycle payroll
Wednesday, December 23	Time approval for the week of 12/20-12/26 opens
Wednesday, December 23	Off Cycle payroll
Thursday , December 24	Off Cycle payroll (only for dire emergencies)
Thursday , December 24 at 5 pm	Time entry deadline for period of 12/20-12-26 weekly check of 12/31 biweekly check of 12/31
Friday , December 25 at 5 p.m.	Time approval deadline for period of 12/20-12/26 weekly check of 12/31 biweekly check of 12/31
Thursday , December 31 at 5 p.m.	Absence entry deadline for period of 12/27-1/02
Friday , January 1 at 3:30 p.m.	Absence approval deadline for period of 12/27-1/02

Paydays for overtime-eligible staff will be adjusted as follows:

This group	Will be paid
Student and non-student temporary workers	Wednesday, December 23 for the workweek ending 12/19
Service and trades workers	Wednesday, December 23 for the workweek ending 12/19
Clerical/technical workers	Thursday, December 31st for pay period ending 12/26
Student and non-student temporary workers	Thursday, December 31st for workweek ending 12/26
Service and trades workers	Thursday, December 31st for workweek ending 12/26

**NOTE:  Checks, designated for university distribution, will be available for pick up from 9:00a.m. - 1:00 p.m. Thursday, December 31st 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 11th. 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	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 (Sat)	N/A	REG	Your regular pay, but not floating holiday.
12/27 (Sun)	N/A	REG	Your regular pay, but not floating holiday.
12/28	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 (Sat)	N/A	REG	Your regular pay, but not floating holiday.
1/03 (Sun)	N/A	REG	Your regular pay, but not floating holiday.

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

Scenario 1: Employee is part-time (20 hours a week) and not scheduled to work on Christmas Eve. They are entitled to a floating holiday of 1/5 their week schedule x. 50

Report:

12/24

FHE

2.0

Note: All scenarios assume 7-hour scheduled workday

Scenario 2: Employee works 3.5 hours on Christmas Eve (12/24), and taking half-day holiday.

	Report:	12/24	REG	3.5
			HOL	3.5

Scenario 3: Employee is asked to work their full 7 hours on Christmas Eve (12/24), wants holiday paid out on same day.

	Report:	12/24	REG	3.5
			HWK	3.5
			FHP	3.5

Scenario 4: Employee is taking vacation day on Christmas Eve(12/24).

In absence management:

Report:

12/24

VAC

3.5*

*Reporter can enter this as a full day request (partial day set to NONE) and the system will automatically set it to half their hours for absences requested on the 24th.

Scenario 5: Employee works 7 hours on Christmas (12/25), wants holiday paid out on the same day.

	Report:	12/25	HWK	7
			FHP	7

Scenario 6: Employee works 7 hours on Christmas (12/25), wants to take floating holiday on Jan. 2nd.

	Report:	12/25	HWK	7
			FHE	7
		1/02	FHT	7

Scenario 7: 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 8: Employee works 4 hours on Christmas (12/25), wants to take 4 hours of floating holiday on Jan. 4th.

	Report:	12/25	HWK	4
			FHP	4
			HOL	3
		1/04	REG	3
			FHT	4

Scenario 9: Employee works 10 hours on Christmas (12/25), wants holiday paid out on the same day.

	Report:	12/25	HWK	10
			FHP	7

Scenario 10: Employee works 10 hours on Christmas (12/25), wants to take floating holiday on Jan. 4th.

	Report:	12/25	HWK	10
			FHE	7
		1/04	FHT	7

CREW Updates December 2009: CAPS, Financial, Human Resources, Sponsored and Student Release Items

Category	Module	Report, View or Object	Description	Release	Actual or *Target Release Date
Human Resources	Database	SEC 2.1/CREW HR25	DWHRxxx performance turning for Oracle 11g Upgrade. Performance testing in 11g databases (run custom sql, scripts and create database links).	25.0	12/5/2009
Human Resources	Database	CODCOUW034	Issues with Report 34 due to Oracle 11g Upgrade	25.0	12/5/2009
Human Resources	Database	ALUMNI_V	Remove object from DWHRPRD [DEP 12136 & 12137]	25.0	12/5/2009
Human Resources	Database	OHR_PERS_CURR base table	Drop Ethnicity columns from OHR_PERS_CURR post IPEDS (DEP REL10678)	25.0	12/5/2009
Human Resources	Database	TDE testing	DWHRHST: Apply Oracle recommended TDE patch # 8421211 to DWHRHST & HRHSTTST	25.0	12/5/2009
Human Resources	Ad Hoc Enablement Environment (AHE)	AHE - WLR (CCS - Admin/Prof, Support Staff, Other Academic & Post Docs)	Develop and publish 3 reports for the Child Care Scholarship program to help HHR, Work/Life Resources manage data for communications to each of the 3 employee groups eligible for CCS.	n/a	12/1/2009
Human Resources	Ad Hoc Enablement Environment (AHE)	AHE - WLR (CCS - Ladder Faculty)	Develop and publish 3 reports for the Child Care Scholarship program to help HHR, Work/Life Resources manage data for communications to each of the 3 employee groups eligible for CCS.	n/a	12/1/2009
Human Resources	Ad Hoc Enablement Environment (AHE)	AHE - WLR (CCS - Service & Trades)	Develop and publish 3 reports for the Child Care Scholarship program to help HHR, Work/Life Resources manage data for communications to each of the 3 employee groups eligible for CCS.	n/a	12/1/2009
Human Resources	Ad Hoc Enablement Environment (AHE)	AHE - WLR (EAP)	Develop and publish a report for the Employee Assistance Program to help HHR, Work/Life Resources manage data for communications to employees eligible for the program.	n/a	12/1/2009
Human Resources	Ad Hoc Enablement Environment (AHE)	AHE - WLR (JITC)	Develop and publish a report for the Just In Time Care program to help HHR, Work/Life Resources manage data for communications to employees eligible for JITC.	n/a	12/1/2009
Human Resources	Ad Hoc Enablement Environment (AHE)	AHE - WLR (PIAP)	Develop and publish a report for the Parents In A Pinch program to help HHR, Work/Life Resources manage data for communications to employees eligible for PIAP.	n/a	12/1/2009
Sponsored	Report	GMRQSTS083: Requests	GMAS Proposed Budget Amount is overstated for certain circumstances. Logic within the Requests Reports needs to be modified to account for all scenarios.	5.12	*12/18/2009
Student	Report	STSRAGM226: 30-60-90 day Aging Student Receivables Report	Please modify the query to get the initial student population from Billing Detail instead of Stu Bal	5.12	*12/18/2009

If you have any questions or concerns, please contact the UIS Helpdesk at 496-2001 or uishelpdesk@harvard.edu.

HUBS Release 9.12 Details/Monthly Actuals Schedule/Upcoming Outages

The HUBS 9.12 Monthly Release is scheduled for 5 pm December 17-December 18, 2009. HUBS will be unavailable during this release period.

Load of Monthly Actuals

• November actuals data will be available in HUBS on December 9th.

Upcoming HUBS Outages

•December 9th, 8:00am - 12:00pm; Extended nightly processing to load November actuals.

•December 15th, after 5:00pm; Installation of Oracle database security patch.

•December 17th 5:00pm - All Day December 18th ; Monthly artifact release 9.12 and installation of Hyperion Planning patch.

Artifacts Included in the HUBS 9.12 Release (Dec. 18th)

Type	Name	Description	New / Enhancement
Report	FRBC028a CINA by Major Fund Category Detail	Variation of the FRBC028 that displays level 0 Objects instead of Giga-level Objects with drill-down.	New
Report	FRBC051b Tub-Org Monthly and YTD Comparison	Variation of the FRBC051 that compares two scenario-versions with two sets of data columns and variances; one for the month selected and the second for the YTD values through the selected month.	New
Report	FRBC039f Scenario Version Comparison Added Cols	Variation of the FRBC039a that adds two additional Year-Scenario-Version data columns. The addition of these columns provides additional reference data for the report user.	New
Report	Alt FRBC051 Tub-Org Budget Comparison	Variation of FRBC051 that references the alternate Object hierarchy.	New
Report	Alt FRBC039 Budget Variance Summary	Variation of FRBC039 that references the alternate Object hierarchy.	New
Report	Alt FRBC039e Budget Variance Detail	Variation of FRBC039e that references the alternate Object hierarchy.	New
Webform	WFOC141 Income and Expense Budgeting	Developed to enter budget values for Income, Expense and Non-Operating Objects in a single webform.	New
Webform	WFBE011c Non Calculated Compensation Suppressed	Suppressed version of the WFBE011.	New
Webform	WFBE011d Non Calculated Compensation Monthly Suppressed	Suppressed version of the WFBE011a.	New
Webform	WFBC001a Income	Variation of the WFBC001 that lists all UU funds in the drop-down menu instead of solely 000001.	New
Webform	WFBC002a Income Catch-All	Variation of the WFBC002 that lists all UU funds in the drop-down menu instead of solely 000001.	New
Webform	WFBC003a Expense	Variation of the WFBC003 that lists all UU funds in the drop-down menu instead of solely 000001.	New
Webform	WFBC004a Expense Catch-All	Variation of the WFBC004 that lists all UU funds in the drop-down menu instead of solely 000001.	New
Webform	WFOC075a Building Non-Salary Expense	Update to dynamically reference Object codes to be included instead of hard-coding Objects.	New

New Accounts Receivable Customer Maintenance Form

A revised AR Customer Maintenance Form is now available on ABLE at http://able.harvard.edu/forms/AR_custmaint_Form.doc. This form allows departments to request an AR Customer set up in a more user-friendly format.

Please send any questions about the new Customer Maintenance Form to AR Customer Service at AR_Customers@harvard.edu.

Upcoming Releases

FY2010 FINDINI Release Schedule

A software release to the Oracle Financial Applications, known as a "FINDINI release", is done every two to four months. Each upgrade introduces needed bug fixes, enhancements, and technical upgrades into Harvard's financial systems. Generally, releases are performed on weekends to assure maximum availability during the business week. Most outages occur from 6 pm Friday evening-6 am Monday morning.

The next FINDINI release, 3.2.10S, is scheduled for December 18-21, 2009.

The Oracle Financial Applications are:

CREW FIN Releases

The next CREW FIN release, 3.2.10S, is scheduled for December 19-21, 2009.

HR and CREW HR Release 25

The CREW HR 25.0 Release is scheduled for December 5-7, 2009. See article 2 for details.

CREW Reports

In addition to the CREW Financial and CREW HR releases which correspond with the FINDINI and HR releases listed above, changes and enhancements to new and existing CREW reports are also released monthly.

• The CREW RPT 5.12 Report Release is scheduled for the night of December 18. See article 5 for details concerning report and data model enhancements.

HUBS Releases

Release 9.12 is scheduled for December 18. Please see the HUBS Release article for more information.

About the e-News

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.

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