Harvard University || Administrative Systems eNews-Fiscal Year End 2010 Issue

Schedule Announced for FY2010 Financial Closings

Overview

Harvard's fiscal year 2010 will end on Wednesday, June 30. As in the past, the University will close the books through a series of steps called "closings."

Please note this year's closing dates:

The first closing will take place on Friday, July 2
The second closing on Friday, July 9
The third closing on Friday, July 16

In the paragraphs that follow, you will find closing deadlines and submission information for the following financial transactions (click on a transaction to jump to that section of the e-News):

Accounts Payable / Web Voucher

Petty Cash Fund Settlement
Vendor Setup, Maintenance & Reactivation

Credit Vouchers (Cash Receipts)
Credit Vouchers (Validated Deposit Slips)
Massachusetts Taxable Sales Deposits
Foreign Check Deposits on Credit Vouchers
Voided Checks
Stopped Checks
Escheat Checks
Foreign Currency Drafts and Wires
U.S. Wire Transfers
ACH Payments (Benefits/Tax)
Purchasing Card Sweeps
Web Voucher Travel Authorization Forms (WV-TAFs)
Web Voucher Reimbursement Reports
- Web Voucher Reimbursement Reports with Advance Settlements
Central Accounts Receivable Billings
Journal Entries
Interdepartmental Billings
Cost Transfer Requests on Sponsored Funds
Chart of Accounts Maintenance Requests

Note the journal entries deadlines this year. In order to allow the tubs more time to process manual journal entries on the day of the closings, the manual JV entry deadline will be 11 am. On Friday, July 2, Friday, July 9 and Friday, July 16, the days of the first, second and third closes, any journals entered into the General Ledger by 11 a.m. will be included in that close and will be available in the HDW the next day.

In addition, in order to provide the tubs with more timely information during the FY2010 year end, there will be two additional data refreshes to the Data Warehouse (HDW) on Sunday night, July 4 after the first close and on Sunday night, July 11 after the second close. This means that June journals entered after the deadline on the day of the close and before 6:30 p.m. on Sunday night will be posted and reflected in the HDW on Monday morning. Note that there will not be a data refresh on Sunday, July 18 after the third close. Any regular invoice batches and invoice imports that have been processed by the Accounts Payable department from Friday through Sunday after the first and second closes will also be uploaded on Sunday evening and reflected in the HDW on Monday morning.

The deadlines provided are the last allowable dates to submit transactions.

These are the FAD (Central Financial Administration) deadlines. Since some departments have internal deadlines that may be earlier than these, you should check with your local financial office to obtain any departmentally defined deadlines.

Reporting tips are also included in this e-News. We expect exceptional reporting demands during the year-end closings. Following our suggestions on reporting will reduce the time required to run your reports.

Transaction Type	Closing Deadlines and Submission Information
Accounts Payable/Web Vouchers	A mail drop-off box will be located in Room 744 in Holyoke Center. Any items received at 1033 Massachusetts Avenue or deposited into the drop-off box by the deadlines listed below will be processed for FY2010. All invoices received by the Accounts Payable office either at 1033 Massachusetts Avenue or at the drop-off box in Room 744 in Holyoke Center by 5 p.m. on Wednesday, June 30 (with the exception of special handling requests; see note below) will be processed in FY2010, assuming they have already been entered and approved in the Web Voucher system. A significant exception relates to foreign currency drafts and wires and US wire transfers (see the Foreign currency drafts and wires and the U.S. wire transfers sections for these earlier deadlines). Invoices received between Thursday, July 1 and Friday, July 9 at 5 p.m. will be processed as part of FY2010 if "PROCESS FOR JUNE 2010" is written clearly and prominently on each invoice to be processed. Invoice import batch coversheets must also clearly and prominently display "PROCESS for 2010". Also, orange bordered FY10 stickers can be placed on each individual invoice or on invoice import coversheets. The stickers will be provided to the Tub Financial Offices. Any invoices received between July 1 and July 9 that are not clearly marked with PROCESS FOR JUNE 2010 or that do not have a cover sheet indicating JUNE 2010 INVOICES will be processed as July 2010 (that is, FY2011) invoices. Green bordered FY11 stickers that can be placed on each invoice will be provided to the Tub Financial Offices. Please note that if you are submitting an invoice between Thursday, July 1 and Friday, July 9 for goods or services received in FY2010, you should request that the invoice be processed in JUNE 2010, and not in July, consistent with Generally Accepted Accounting Principles (GAAP). The availability of budget monies should not be a consideration in determining which fiscal year to process the invoice. If you purchase items late in the fiscal year that you want charged in FY2010, be sure to request immediate billing from vendors so that you can meet these deadlines. Special handling requests that need to be expensed in FY2010 must be received at 1033 Massachusetts Avenue, 2nd Floor by 12 p.m. on Tuesday, June 29. Special handling requests received after 12 p.m. on June 29 cannot be expensed to FY2010. If the special handling request is for an FY2010 expense you will need to accrue the item. For information on accruals, please contact your tub financial office. Return to top
Petty Cash Fund Settlement	If you maintain a departmental petty cash fund, you must submit your final FY10 petty cash log for replenishment to University Financial Services (UFS) by 5 p.m. on Friday, June 25. All petty cash accounts should be reconciled and expenses recorded to the fiscal year in which the expense occurred. You may deliver the replenishment log to University Financial Services directly at 1033 Massachusetts Avenue, 2nd flood or via the drop-off box in Room 744 in Holyoke Center. Return to top
Vendor Setup, Maintenance & Reactivation	Vendors that need to be set up or for changes to existing vendors, the on-line vendor form must be approvied in Oracle by 5 p.m. on Tuesday, July 6. Return to top
Credit Vouchers (Cash Receipts)	The Cash Receipts Office, 1033 Massachusetts Avenue Mezzanine, will accept credit vouchers accompanied by cash or checks until 12 p.m. on Wednesday, June 30. Return to top
Credit Vouchers (Validated Deposit Slips)	For bank deposits made through Friday, June 18, the credit voucher accompanied by a validated bank receipt must be delivered to the Cash Receipts Office, 1033 Massachusetts Avenue, Mezzanine, no later than 5 p.m. on Monday, June 21. In order to allow for sufficient processing time in FY2010, the paperwork for all deposits made from June 21 through June 30 must be delivered on a daily basis to Cash Receipts. Deposit forms and validated bank deposit tickets for deposits made on June 30 must be delivered to Cash Receipts by 12 p.m. on Thursday, July 1 in order for the income to be recognized in FY2010. Return to top
Massachusetts Taxable Sales Deposits	All Massachusetts Taxable Sales forms with a validated bank deposit ticket for deposits made through Friday, June 18 must be delivered to Cash Receipts, 1033 Massachusetts Avenue Mezzanine, by 5 p.m. Monday, June 21. In order to allow for sufficient processing time in FY2010, the paperwork for all deposits made from June 22 through June 30 must be delivered on a daily basis to Cash Receipts. Deposit forms and validated bank deposit tickets for deposits made on June 30 must be delivered to Cash Receipts by 12 p.m. on Thursday, July 1 in order to recognize the income in FY2010. Return to top
Foreign Check Deposits on Credit Vouchers	Credit vouchers accompanied by foreign checks that need to be sent to the bank for collection should be submitted to the Cash Receipts Office, 1033 Massachusetts Avenue Mezzanine, by 5 p.m. Friday, June 4. Because each bank and country's collection times and processes are different, we cannot guarantee that we will receive credit from the bank for these checks before June 30. The University has an agreement with Bank of America to receive provisional credit on most common foreign currencies, and the June 4 deadline may be your best opportunity to collect these funds and recognize the income in FY2010. Cash Receipts will continue to deposit all foreign currency checks throughout the month as they are received but cannot guarantee collection for this fiscal year. It is extremely important that you deposit these checks with Cash Receipts immediately upon receiving them. Return to top
Voided Checks	All checks that need to be voided and re-deposited must be received by Accounts Payable, 1033 Massachusetts Avenue, 2nd Floor, by 5 p.m. Friday, June 25 in order for the credit to be included in FY2010. Return to top
Stopped Checks	All checks that need to be stopped and re-deposited must be received by Accounts Payable, 1033 Massachusetts Avenue, 2nd Floor, by 5 p.m. Monday, June 28 in order for the credit to be included in FY2010. Return to top
Escheat Checks	Accounts Payable, 1033 Massachusetts Avenue, 2nd Floor, must receive all checks that need to be re-deposited by 5 p.m. on Friday, June 18 in order for the credit to be included in FY2010. Return to top
Foreign Currency Drafts and Wires	Cash Management will process one last batch of foreign currency drafts and wires on Friday, June 25. The majority of these items should be value dated for June 30. These expenses will be included in FY2010. Web Voucher payments to be made in a foreign currency must be entered and approved online and the related invoices received by Accounts Payable, 1033 Massachusetts Avenue, 2nd Floor, no later than Wednesday, June 23 at 5 p.m. Note: These invoices must have a bank draft authorization form or a wire transfer authorization form attached to the front of the invoice. Return to top
U.S. Wire Transfers	Web voucher payments to be wire transferred must be entered and approved online in the Web Voucher system with related invoices received by Accounts Payable, 1033 Massachusetts Avenue, 2nd Floor, no later than Tuesday, June 29 at noon. Note: These invoices must have a wire transfer authorization form attached to the front of the invoice. Return to top
ACH Payments (Benefits/Tax)	Web Voucher payments via ACH must be entered and approved online in the Web Voucher system with related invoices received by Accounts Payable, 1033 Massachusetts Avenue, 2nd Floor, no later than Monday, June 28 at noon. Note: These invoices must have an ACH transfer authorization form attached to the front of the invoice. Return to top
Purchasing Card Sweeps	In order to ensure that as many current PCard transactions as possible are swept in this fiscal year, the PCard sweeps originally scheduled for June 24, July 1, and July 8 will all be moved. The originally scheduled June 24 sweep will be moved to Wednesday, June 23 at 3 p.m. This sweep will contain PCard transactions loaded into the settlement system between June 4 and June 10. The originally scheduled July 1 sweep will be moved to Thursday, June 24 at 5 p.m. This sweep will contain PCard transactions loaded into the settlement system between June 11 and June 17. The originally scheduled July 8 sweep will be moved to Wednesday, July 1 at 5 p.m. This sweep will be booked into FY2010 and contain PCard transactions loaded into the settlement system between June 18 and June 24. Please note that that date for transactions loaded into the settlement system is not the same as the transaction date. Return to top
Web Voucher Travel Authorization Forms (WV-TAFs)	WV-TAFs must be approved and ticketed by 5 p.m. on Friday, June 18 to be included in FY2010. Return to top
Web Voucher Reimbursement Reports	Web Voucher Reimbursement reports, including JPMC Direct Pay, must reach the Reimbursements and Card Services at 1033 Massachusetts Avenue, 2nd Floor or the drop-off box at Room 744 in Holyoke Center by 5 p.m. on Friday, July 2 to be included in FY2010. Note: If you are submitting a reimbursement report between Thursday, July 1 and Friday, July 2 that should be included in FY2010, clearly mark the report *PROCESS FOR FY2010*. If there is no indication on the voucher as to which month the report should be processed in (June or July), the report will be processed in July (FY2011). Return to top
Web Voucher Reimbursement Reports with Advance Settlements	Web Voucher Reimbursement reports with advance settlements, when accompanied by unused funds (checks), will be accepted by the Reimbursements and Card Services at 1033 Massachusetts Avenue, 2nd Floor or the drop-off box in Room 744 Holyoke Center until 5 p.m. on Monday, June 21. Advance settlements for zero balance or amounts due to the traveler will be accepted at either location until 5 p.m. on Friday, July 2. Return to top
Central Accounts Receivable Billing	Central Accounts Receivable will close FY2010 on Wednesday, July 7 at 5 p.m. AR feeds to be included in FY2010 need to be entered into the Oracle AR system by 5 p.m. on Wednesday, July 7. Invoices and credit memos processed by the tubs can be entered into the AR system until 5 p.m. on Wednesday, July 7. From July 1 to July 7, the GL date in Oracle AR will automatically default to the July date. In order for transactions to be included in FY2010 during this time, users will have to enter the date of June 30, 2010 to override the default date. This process applies to invoices and credit memos entered both manually and via feeds. Please note that receivables for goods or services provided in FY2010 should be entered in the period of JUNE 2010, and not July, consistent with GAAP (Generally Accepted Accounting Principles). Central AR will accept invoice and credit memo templates that AR enters on behalf of local units until 5 p.m. on Friday, July 2. As a reminder, the AR department will process invoices and credit memos for those units that process fewer than 10 invoices per month. Areas that process more than this number per month are responsible for entering the invoices and credit memos themselves. Return to top

Journal Entries

Closing	Journal Data Entry Deadline	GL Feed Deadline
First	Friday, July 2, 11 a.m.	Thursday, July 1, 5 p.m.
Second	Friday, July 9, 11 a.m.	Thursday, July 8, 5 p.m.
Third	Friday, July 16, 11 a.m.	Thursday, July 15, 5 p.m.
Daily input deadline: Monday - Thursday, 6:30 p.m.

Please keep in mind the following:

The University is closed on Monday, July 5 for the holiday. Therefore, there will be no journal vouchers posted to the General Ledger or recorded in the Data Warehouse on that day. Rather these journals will be posted to the General Ledger on Tuesday, July 6 and will be in the HDW on Wednesday, July 7.
Any journals entered on Friday, July 2 after 11 a.m. and before 6:30 p.m. on Sunday, July 4 will be posted to the GL on Sunday night and available in the HDW on Monday, July 5.
Any June journals entered on Friday, July 9 after 11 a.m. and before 6:30 p.m. on Sunday, July 11 will be posted to the GL on Sunday night, July 11 and available in the HDW on Monday, July 12.
From Monday through Wednesday of the first , second and third closes, any feeds or manual journals for the month of June will be posted nightly to the General Ledger at 6:30 p.m. The journals entered by 6:30 p.m. on these days will be posted and recorded in the Data Warehouse for the next day.
Any June journals entered after the third close deadline of 11 a.m. on Friday, July 16 will be deleted.
Be careful to select the proper period (JUN-10 or JUL-10) when you are entering a journal. Beginning July 1, the default period will be JUL-10. If you want to post a journal to FY2010 during July 2010 you will need to select JUN-10 as the proper period.
Entries must not be processed to another tub after the second closing without authorization from the financial office of the tub being charged. Individuals processing journals have personal responsibility to ensure they follow this requirement.
A journal should only be reversed by the person who created the journal, or with the permission of that person.
Based upon departmental activity and the reports you run through the month of May, please make any necessary adjustments as early in June as possible.

Interdepartmental billings

All interdepartmental billings, whether entered manually or via a feed to the General Ledger, must be processed by the end of the second closing. (GL billing feeds are generally submitted by service centers like UIS and UOS.) An interdepartmental billing journal may be processed in the third closing only if permission has been obtained from the financial office of the tub being charged.
An interdepartmental billing should only be reversed by the person who created the entry, or with the permission of that person. Interdepartmental billings should provide a name and contact number on the journal for questions or concerns the tub being billed may have.

Cost transfer requests

Closing	Submission Deadline to OSP
First	Tuesday, June 29, 10 a.m.
Second	Tuesday, July 6, 10 a.m.
Third	Tuesday, July 13, 10 a.m.

These dates apply to ALL requests for cost transfers to federally sponsored funds (funds in the range from 100000-199999). Note that these requests may require supporting documentation.
Cost transfer requests should be submitted directly to OSP. OSP will review the request and any necessary documentation for appropriateness. OSP will then enter the cost transfer journals into the General Ledger. Note that OSP only enters cost transfer journals during the year-end closing process; during the fiscal year, these transfers are entered directly by the tubs.

Chart of Accounts maintenance requests

Disable Requests:
June 7 (MAY-10 close) is the last date that values will be disabled in FY2010. Any CSMA requests not successfully disabled on June 7 will be held until the JUL-10 close on Friday, August 6.

Requests to disable CoA values that require approval should be submitted through CSMA before 5 p.m. on Friday, May 21. Disable requests that do not require approval should be submitted through CSMA before 10 a.m. on Monday, June 7.

Funds and subactivities with the status of "Ready to be disabled" in GMAS will be sent to CSMA on June 4 for processing on June 7. This is the last time sponsored funds and subactivities will be sent to CSMA to be disabled in FY2010. The next time "Ready to be disabled" sponsored values will be sent to CSMA is September 3.

Add / Modify / Re-enable Requests:
Requests to add, modify, or re-enable CoA values submitted through CSMA will be processed according to the normal daily schedule (7 a.m. - 5 p.m., Monday - Friday) throughout year-end. CSMA requestors wishing to specifically designate for the JUN-10 period any CoA changes entered from July 1 through August 6 (the date of the July close) should enter 30-JUN-2010 as the effective date for their request.

GMAS will continue to send Add/Modify requests as usual during year-end. Requests to re-enable a sponsored fund or subactivity should be sent to the OSP Team Manager as usual.

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Fiscal Year-End Reporting Guidance and Tips

Fiscal Year 2010 Close Dates	Detail Listing Report Periods: Show Transactions "Between Dates"	CREW Scheduled YE Closes "Event" Kick-off Date
First Close	Fiscal June entries from June 1 through July 2	Saturday, July 3
Second Close	Fiscal June entries from July 3 through July 9	Saturday, July 10
Third Close	Fiscal June entries from July 10 through July 16	Saturday, July 17
Fourth Close	Fiscal June entries from July 17 through July 23	Saturday, July 24
Fifth Close	Fiscal June entries from July 24 through July 30	Saturday, July 31

Every year-end we experience exceptional reporting demands during the closings. Following these suggestions on reporting will reduce the time required to run your reports.

Use the Detail Listings "close" dates to limit to the specific transactions that occurred in each close. Choose the specific close (First Close, Second Close, etc.) from the report period pick list. Note that the start and end dates populated for these periods will display July dates. For these closing periods only, these dates refer to the actual entry dates of fiscal month June entries. It is strongly recommended that you take advantage of using the close dates to narrow the scope of your data rather than capturing all of the Prior Fiscal Year data throughout the close periods.
IMPORTANT NOTE: Fiscal Year 2009 close dates will be displayed in the Detail Listings report period names until July 1. On July 1, these dates automatically update to the FY2010 dates. This does NOT preclude setting up and scheduling reports in advance. The FY2010 dates will automatically repopulate all scheduled reports.
Schedule your closing reports to run on the Year-End "Event" dates.
Enter all of the chart segment parameters you can for a given report request to increase performance for yourself and the whole University. Never use your security view to filter your data. For example, let's say a user wants to see amounts for a range of objects within the tub and org for which they have a view. Because of their view limitation, the user will get the same result whether tub and org are entered as parameters or not. However, not including tub and org will make the query take much longer to run, tying up system resources and slowing things down for all report users.
Only use transaction reports like the Detailed Listing when you really need to see the transaction line detail. Summary-level balances can be retrieved in reports such as the Summary Actuals Listing report, Fund Summary report, Fund, Gift, & Unrestricted Unexpended Balance report, and the Budget Variance report.
Preserve server disk space by deleting unneeded reports instead of waiting for them to purge. (Note: Report requests are systematically purged after seven days.) This is especially important if you have report output that you know is large.
Keep in mind that, as of July 1, the Current Fiscal Year to Date option will reflect FY2011. To retrieve FY2010 year-to-date transactions, select the Prior Fiscal Year date period from the period pick list.

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CAPS Fiscal Year End 2010 Deadlines

To ensure that all necessary approvals are in place and all accounting entries are completed in time, appropriate CAPS Forms must be submitted to central administration by your School/Unit's Authorized Requestor through the CAPS Automated System by the dates below.

Friday, May 7th - completed Project Proposals and Construction Authorizations submitted by this date will be processed for the FY10 year-end.
Monday, June 7th - completed Construction Close Requests submitted by this date will be processed for the FY10 year-end.

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Summary Schedule for FY2010 Transactions and Reporting

This is the summary schedule for all FY2010 transactions and reporting. Please click on the Print button found at the bottom of this article if you wish to print a version for quick reference.

Date	Time	Event
Fri., May 7	5 p.m.	Completed FY10 project proposals and construction authorizations processed in CAPS
Fri., May 21	5 p.m.	CoA values to be disabled that require approval submitted through CSMA
Fri., June 4	5 p.m.	Funds and subactivities with status "Ready to be disabled" in GMAS sent to CSMA for processing Credit vouchers with foreign checks to Cash Receipts
Mon., June 7	10 a.m.	CoA values to be disabled that do not require approval submitted through CSMA
Mon., June 7	5 p.m.	Completed FY2010 construction close requests processed in CAPS
Fri., June 18	5 p.m.	Web Voucher Travel Authorization forms (WV-TAFs) approved and ticketed by tubs Escheat checks to be re-deposited to Accounts Payable
Mon., June 21	5 p.m.	Credit vouchers with validated deposit slips to Cash Receipts Mass. Taxable Sales Deposit forms for deposits made through June 18 to Cash Receipts Web Voucher Reimbursement reports with advance settlements accompanied by checks to Reimbursements & Card Services
Wed., June 23	3 p.m.	PCard sweep for transactions loaded between June 4 and June 10
Wed., June 23	5 p.m.	Web Voucher payments to be made in a foreign currency entered and approved by tub with related invoices to Accounts Payable
Thurs., June 24	3 p.m.	PCard sweep for transactions loaded between June 11 and June 17
Fri., June 25	5 p.m.	Voided and re-deposited checks to Accounts Payable Petty cash logs for settlement to Accounts Payable
Mon., June 28	12 p.m.	Web voucher payments via ACH entered and approved online in the Web Voucher system with related invoices to Accounts Payable AP special handling requests to Accounts Payable
Mon., June 28	5 p.m.	Stopped and re-deposited checks to Accounts Payable
Tues., June 29	10 a.m.	First closing sponsored funds Cost Transfer requests to OSP
Tues., June 29	12 p.m.	AP special handling requests to Accounts Payable US wire transfers: web vouchers entered and approved by tubs; related invoices to Accounts Payable
Wed., June 30	12 p.m.	Credit vouchers accompanied by cash or checks to Cash Receipts
Thurs., July 1	12 p.m.	Credit vouchers with valid deposit slips for 6/30 to Cash Receipts Massachusetts Taxable Sales Deposit forms for 6/30 to Cash Receipts
Thurs., July 1	5 p.m.	First closing General Ledger feed deadline PCard system final FY2010 sweep for transactions loaded between June 18 and June 24
Fri., July 2	11 a.m.	First closing manual journal entry deadline (including interdepartmental billing JVs)
Fri., July 2	5 p.m.	Web Voucher Reimbursement reports to Reimbursements & Card Services Web Voucher Reimbursement reports with advance settlements for zero balance or cash due to traveler to Reimbursements & Card Services Templates for AR invoices and credit memos to be entered by Accounts Receivable to Central AR
Sat., July 3	9 a.m.	Data Warehouse updated for first closing results
Tues., July 6	10 a.m.	Second closing sponsored funds Cost Transfer requests to OSP
Tues., July 6	5 p.m.	On-line vendor form for new vendors or for changes to existing ones approved in Oracle
Wed., July 7	5 p.m.	Central AR feeds entered into the AR system AR invoices and credit memos entered by tubs into the AR system
Thurs., July 8	5 p.m.	Second closing General Ledger feed deadline
Fri., July 9	11 a.m.	Second closing manual journal entry deadline (including interdepartmental billing JVs)
Fri., July 9	5 p.m.	Final web vouchers to be processed in FY2010 entered and approved by tubs; related invoices to Accounts Payable
Sat., July 10	9 a.m.	Data Warehouse updated for second closing results
Tues., July 13	10 a.m.	Third closing sponsored funds Cost Transfer requests to OSP
Thurs., July 15	5 p.m.	Third closing General Ledger feed deadline
Fri., July 16	11 a.m.	Third closing manual journal entry deadline
Sat., July 17	9 a.m.	Data Warehouse updated for third closing results
Sat., July 24	9 a.m.	Data Warehouse updated for fourth closing results
Sat., July 31	9 a.m.	Data Warehouse updated for fifth closing results

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Whom to Call List for Closings

Please click on the Print button found at the bottom of this article if you wish to print a version for quick reference.

For questions relating to ...	Please contact:
Transaction	Office	Location	Phone
A/P web vouchers	Accounts Payable	1033 Massachusetts Avenue, 2nd floor	5-8500
Credit vouchers	Cash Receipts	1033 Massachusetts Avenue, Mezzanine	6-8332
Check voids / re-deposits	Accounts Payable	1033 Massachusetts Avenue, 2nd floor	5-4175
Wires and drafts	Accounts Payable	1033 Massachusetts Avenue, 2nd floor	5-4175
PCard transactions	Reimbursements & Card Services	1033 Massachusetts Avenue, 2nd floor	5-7760
Travel authorization forms	Reimbursements & Card Services	1033 Massachusetts Avenue, 2nd floor	5-7760
Web Voucher Reimbursement reports	Reimbursements & Card Services	1033 Massachusetts Avenue, 2nd floor	5-7760
AR invoices	Accounts Receivable	1033 Massachusetts Avenue, 2nd floor	5-3787
Journal vouchers	Financial Accounting and Reporting	1033 Massachusetts Avenue, 3rd floor	5-4592
Cost transfers - sponsored funds	Sponsored Research	Holyoke 617	6-2513

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Notice of Change in the Posting Date of the July 2, 2010 Bi-weekly and Weekly Payrolls

In order for the University to comply with financial statement reporting requirements, the bi-weekly and weekly payrolls for Friday, July 2 will be processed in the first close of FY2010; the General Ledger posting date will be June 30, 2010. These payrolls are both for time worked in June which should be reported in FY2010. The bi-weekly payroll includes the pay period Sunday, June 13 through Saturday, June 26; the weekly payroll includes the pay period Sunday, June 20 through Saturday, June 26. All entries, which include regular payroll, vacation payroll, overtime, bonuses (those with an effective date of 6/26/10 or before) and supper money payments, on the two files will be posted. Employees will not be affected by this posting date change and will still receive their paychecks on Friday, July 2 as scheduled.

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Important Notice for Users of Oracle Forms Based Applications and JRE Plug-In 1.6.18

Last October, the University discontinued use of the Oracle J-Initiator and started using the Java Run-Time Environment (JRE) Plug-In for use with the following Oracle applications:

Applications Administration
Budget Tool
CAPS
Cash Management (CMRA)
CSMA
General Ledger
Payables
Receivables

Users were told that JRE Plug-In Versions 1.6.13 and higher could be used with Oracle Financials. Oracle is now reporting that users are experiencing problems with the latest iteration of the JRE Plug-In, Version 1.6.18. If you are using this version of the plug-in and are having problems with Oracle, you will need to uninstall this version and install an earlier version of the JRE Plug-In. It is strongly recommended that you contact your local desktop support staff to assist you with these changes.

The JRE Plug-In Troubleshooting Guide, available on the FAD applications website, has been updated with the latest information concerning the JRE Plug-In and the steps you can follow to determine the following:

How to determine what version of the JRE Plug-In is installed on your workstation (Question 1)
How to uninstall Version 1.6.18 and install an earlier version of the plug-in (Question 9)

A Note About other Applications that May Require Version 1.6.18: It is possible that some users may use an application either within Harvard or from an external vendor resource that may require the use of Version 1.6.18. Oracle Financials works with JRE Plug-In versions 1.6.13 - 1.6.17. If you try to access another application that uses version 1.6.18, or use an application that requires a lower version than version 1.6.13, you may not be able to access the resource. If you encounter this problem, please see Question 7 in the JRE Plug-In Troubleshooting Guide for instructions on how to disable and re-enable version plug-ins. Please note that you may require assistance from your local desktop support personnel with this issue.

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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, 3.2.11, is scheduled for June, 2010.

The Oracle Financial Applications are:

-General Ledger & ADI

-Sponsored Budget Tool

-Accounts Receivable

-Web Voucher

-Procurement Card (Pcard)

-Applications Administration

-Cash Management Reconcilation Application (CMRA)

-General Ledger (GL) Validator

-Electronic Shop and Pay (ESP)

-Harvard Crimson Online Marketplace (HCOM)

-Capital Project System (CAPS)

-Web Reimbursement

-Online Vendor Request Form

-Accounts Payables

-Chart Security Maintenance Application (CSMA)

-Chart of Accounts (CoA) Validator

CREW FIN Releases

The next CREW FIN release, 3.2.11, is scheduled for June 19, 2010.

HR (PeopleSoft) and CREW HR Release 26

The next PeopleSoft Release (HR 26) is scheduled for Thursday, May 6, 5pm-Monday, May 10. Please note that this includes an all day outage on Friday, May 7.

The CREW HR 26.0 Release is scheduled for May 8, 2010.

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 6.4 Report Release is scheduled for April 16, 2010.