PeopleSoft Release 28

Due to HR Release 28.0, PeopleSoft and ASPIRE transmissions to PeopleSoft will be unavailable starting on Friday, December 3rd at 5:00pm until Monday, December 6th at 8:00am.

The following enhancements will be available in PeopleSoft as of Monday, December 6th:

Payroll Updates:

Direct Deposit Change Email Notification

An email notification will now be sent to users when their direct Deposit account number is modified in PeopleSoft.

The email verbiage is as follows:

Masking Direct Deposit Account Numbers

Navigation: Payroll for North America>Employee Pay Data USA>Request Direct Deposit

Users with View Only access of the Direct Deposit page in PeopleSoft will now see account numbers masked up until the last 4 digits. This will not affect employees' views of their own account numbers on Employee Self Service.

New Other Quick Hire Form is Now Available

Starting on Monday, December 6th, a new quick hire form will be available to hire, rehire, or add a concurrent job for employees who cannot be hired through the Student, Temp, LHT, and Monthly quick hire forms. This new quick hire form can also be used to process non-paid employees. Employee classes that can be hired through the Other Quick Hire form include:

A: Administrative / Professionals (e.g., exempt, non-exempt [non-bargaining])

Excludes the LHT job codes

S: Support Staff (e.g., non-exempt [HUCTW union])

Excludes the LHT job codes

L: Part-time Services & Trades (e.g., part-time museum guards)
U: Services and Trades (e.g., museum guards, engineers [Loc 887])
E: Interns (e.g., Intern)

Since this form can process more than one employee class, it contains more fields than the other quick hire forms (e.g., Salary Administration Plan). Because of these additional fields, there are more validations and you may receive an error even if all the required boxes are checked. When this happens, review the error message and complete the missing value.

To begin using this form, please contact your Authorized Requestor and ask for one of the following roles:

PS^HR^ALL^QOPR^QH Other Prep (Other QH Preparer)
PS^HR^ALL^QOSU^QH Other Subm (Other QH Submitter)

Going forward, tubs and departments should be using the Other Quick Hire form in place of the filling out the Consolidated Form (Add/Hire/Rehire form) which must be printed and sent to Central Payroll for processing.

For complete details on using the Other Quick Hire Form, please visit Eureka.

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HCOM Update: HCOMDINI 1.0.1 Release

As the Harvard Crimson Online Marketplace (HCOM) is being rolled out to school/units over the next year, a set of enhancements and bug fixes have been prioritized by local managers for the product and a special "HCOMDINI 1.0.1 Release" has been scheduled for this month. Enhancements included the HCOMDINI 1.0.1 release will be available to end users on Monday, December 13th. Please note HCOM will be unavailable from 8:00 PM on Friday, December 10th to 6:00 AM Monday, December 13th. The following enhancements will be added as part of this release:

Enhancement	Description
Shopper notifications by email	Shoppers will now be able to specify within their user profile whether or not they will receive email notifications from the HCOM system. Previously, notification only emails were automatically filtered out by the system.
Additional fields and search criteria added to the PO Line and Distribution detail report	The information displayed on the PO Lines and Distribution Detail report has been expanded to include the requisition description, line level notes, distribution level notes and asset tag fields. Users are also now able to restrict search results to specific chart of account segments (tub, org, object, fund, activity, sub-activity, and root).
New Receiving Details report	The new Receiving Details report provides users a method to report on the information captured during the receiving process within HCOM (e.g., quantity received, receiving notes).
Removal of the delegation button from the requisition approval notification screen	The delegation button has been removed from the requisition approval notification screen.
Updated debarment certification section text	The text for the second of the two options available on the debarment certificate form has been updated to allow shoppers to indicate they either have a current debarment certification form or will obtain one before order placement.
PO Line number reference added to the receiving screen	The receiving screen has been updated to display the purchase order line number corresponding to the individual receipt line to aid in the invoice matching process.
Expanded Search Capabilities	HCOM search functionality has been configured to expand the transactions returned in search results. Issues addressed include: - HCOM will now allow co-workers not in the approval hierarchy to view transactions - Co-workers utilizing shared worklists will now be able to view all transactions in the shared worklist post approval (even if they did not physically approve the request) - Co-workers can now view transactions created by colleagues who are no longer in their organization
School/Central access to HCOM audit reports	Authorized users are now able to generate the following HCOM audit reports: - Receiver Holds - Self-Approval Audit Report - Active Delegation Rules - Existing Delegation Rules - Shared Worklist - Vendor Justification
Updates to eInvoicing logic	The application support team has modified how distribution variance holds are applied to invoices received electronically when the invoice total is not equal to the distribution total.
Include HCOM POs in the HUAP ExpenseReport Post Audit report	The HUAP ExpenseReport Post Audit Report has been modified to include the HCOM POs in the report output.
Change personalization from responsibility level to site level	This enhancement will allow the HCOM product support team to apply personalizations to the entire HCOM site rather than to each individual responsibility, reducing the time and effort needed to make system wide changes.

If you have any questions about this release, please contact the UIS Help Desk at (617) 496-2001 or via email.

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Financial Administration (FAD) 2010/2011 Winter Recess Schedule

The University will be in recess from 12:00 pm Thursday, December 23, 2010 until Monday, January 3, 2011. 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 (617-496-2001) 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. Monday, December 20. 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 Wednesday, December 22, 2010.

Approved vendor invoices that need to be paid by January 1, 2011 (rent, utilities, etc.) must reach AP at 1033 Mass Ave. by 5 p.m. Friday, December 17.

Voided Checks All checks that need to be voided and re-deposited must be received by AP no later than noon Monday, December 20 for the credit to be posted in December 2010.

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 17. 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 AP at 1033 Mass. Ave. no later than 5 p.m. on Monday, December 20. Note, a wire transfer authorization form must be attached to the front of the invoice.

Non-standard check processing (Special Handling requests) received at 1033 Massachusetts Ave, 2nd floor by 5PM on 12/21/10 will have a check available for distribution on 12/23/10. All offices will be closing at 12:00 p.m. on Thursday, December 23. Claim service will only be available at 1033 Massachusetts Ave, 2nd floor for requests received on 12/21/10.

Vendor Setup, Maintenance & Reactivation new requests or updates needed to meet the above deadlines must be submitted on-line and approved in Oracle by 5 p.m. on Wednesday December 15th at 5pm.

Accounts Receivable

Contact:
AR Customer Service, 5-3787

Invoices to be entered by Central AR must be received by 5 p.m. Thursday, December 16 to ensure posting prior to the winter recess.

Manually entered invoices completed in Oracle AR before 4:30 on Wednesday, December 22 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 3when 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
ASPIRE/HIRES Authorized Requestors:
hr_pssecurity@harvard.edu
HUBS Authorized Requestors:
HUBSSecurity@harvard.edu

User security, CVRs, TL/AM groups, Departments, and Location Code requests received after 5pm on December 22 will be processed after the winter recess beginning January 3.

If you have an urgent request on December 23 please call Yvette Acevedo at 617.495.1916 before 11.00 am.

Budget Tool (Sponsored)

Contact:
Lori Thompson, 4-7409

Budget Tool input and upload entries entered by 7:30 p.m. Thursday, December 23 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 3 and will be reflected in CREW/ad hoc environments on Tuesday, January 4.

CAPS

Contact:
Lori Thompson, 4-7409

CAPS forms submitted after close of business (5pm) Thursday, December 23 will be held in queue until Monday, January 3. Any changes to CAPS forms (including budget detail) will not be reflected in CREW until Tuesday, January 4.

Please note that no support is available for the system from 12pm Thursday, December 23 until Monday, January 3.

Cash Receipts

Contact:
Cash Receipts, 6-8332

Credit Vouchers: In order for a credit to be posted in December, 2010 all credit vouchers accompanied by cash and/or checks must be received in the Cash Receipts Office no later than 5 P.M. on Monday December 20th.

Massachusetts Taxable Sales Deposits with Validated Bank Receipts: All sales and deposits in either account made through Friday, December 17th must be delivered to the Cash Receipts Office no later than 5 P.M. on Monday December 20th. All sales and deposits made between December 20th and December 31st, must be received in the Cash Receipts Office no later than 5 P.M. on Monday January 3rd . All taxable sales and departmental deposits should always be submitted to Cash Receipts in a timely manner. Please do not hold vouchers until the cut-off dates.

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 23, 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 3, 2011.

Sponsored: Thursday, December 23 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 23th will be sent to the GL for activation on January 3, 2011.

General Ledger / General Accounting

Contact:
Joe DeCristoforo, 5-4592

Manual journals entered by 6:30 p.m. and journal feed files sent before 5:00 p.m. on Thursday, December 23 will be posted and included in the Thursday night data refresh of the CREW and the ad hoc reporting environments. They will be reflected in the CREW and ad hoc reporting environments on Friday morning, December 24. Any manual journals entered from 6:30 p.m. on Thursday, December 23 through 6:30 p.m. on Monday, January 3 will post Monday night and be reflected in the HDW on Tuesday morning, January 4.

Journal feed files sent during the winter recess will post on Monday night, January 3 and be reflected in the CREW and ad hoc reporting environments on Tuesday, January 4. Feeds submitted during the break should be given unique extensions so files are not overwritten.

Please note, the DEC-10 close will occur on Friday, January 7, 2011.

Grants Management Application Suite (GMAS)

Contact:
Simone Alpen, 6-2033

GMAS will be available during the winter break with the following exceptions:

•Thursday, December 23 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 3, 2011 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 23. On the evening of Monday, January 3, 2011 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

The Harvard University Budgeting System (HUBS) will be available to end-users during the winter recess with extremely limited support as the UIS Help Desk will not be available and HUBS administrators will not be in the office or responding to email requests during this time.

Please note that although the system will be available for data entry, nightly processes will not be executed during this period because they are only run during business nights. As a result the following activities will not occur until the evening of Monday, January 3rd:

User Defined Fact (UDF) files can be uploaded for processing but the data won't be loaded to the HUBS database until the evening of January 3rd.
Employee and Position dimension files can be uploaded for processing but the dimension members won't be added to the HUBS database until the evening of January 3rd.
Data extract files will not be generated. The extract files during the last business night prior to the winter break will continue to be available for download from the HUBS Workspace.
CINA aggregations will not be run automatically but can be manually executed in HUBS via the BRBC014 Aggregate CINA business rule.
Salary calculations will not be run automatically but can be manually executed in HUBS via the BRBE077x Salary Calculation business rule.
Data will not be automatically transferred from the Employee cube to the CINA cube but can be manually transferred via the BRBC012x business rule.
New chart segments will not be loaded from Oracle Financials.

ID Services

Contact:
Customer Service, 5-3322

Any special requests must be made by 5 p.m. on Thursday, December 16th in order to be processed prior to the winter recess.

The last courier run to the Longwood Medical Campus will be Monday, December 20th at 9:00 am.

Office for Sponsored Programs

Contact:
Ethlyn O’Garro, 6-3117

In accordance with the University's winter recess, OSP will close at 1 p.m. on Thursday, December 23, 2010 and will reopen on Monday, January 3, 2011. Any proposals with deadlines that fall within these dates should be submitted to OSP no later than 5 p.m. on Thursday, December 16. As always, earlier submissions are welcome. If meeting this deadline is not possible, please contact your Grants and Contracts Specialist or Ethlyn O'Garro (6-3117) so that 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. Therefore, 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.

Please have new account set up requests to us no later than 5 p.m. on December 22, 2010. Account set up will return to normal on January 3, 2011.

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 23. 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 30, 2010) will be processed on December 27, 2010. 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 26th. You will have until 12:00pm on Monday, December 27th to contact University Financial Services with any errors that need to be corrected. Please call or email one of the following individuals:

Frank Garcia francisco_garcia@harvard.edu 617-495-9754
Linda Paolera linda_paolera@harvard.edu 617-495-7856
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. Wednesday 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 Wednesday, December 15th. If received after this date the employee will receive an incorrect 2010 W2 Form.

Check Pickup on Thursday, December 30, 2010: Weekly checks for the check dated December 30th will be delivered to University Mail Services for distribution on December 30, 2010. If you have employees who want to receive their checks on Thursday, December 30th rather than waiting until Monday, January 3rd, checks will be distributed by University Financial Services staff from 9:00a.m. - 1:00 p.m. Thursday, December 30th 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 10th. 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 3rd.

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 30th 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 23 will be moved to Monday, December 20 at 3:00 PM. The December 31 sweep will be moved to Monday, January 3, 2011.

Reporting - Financial, Sponsored and Student

Reporting-Ad Hoc (Fiscal and Sponsored)	Ad Hoc Business Area	Last Load Prior to Winter Recess	Resumption of Regular Nightly Load Schedule
Contact:
Paula LaGambina, 6-6386	DWCENPRD	Thursday, December 23	Monday, January 3

Reporting - CREW (Fiscal and Sponsored)	CREW Business Area	Last Load Prior to Winter Recess	Resumption of Regular Nightly Load Schedule
Contact:
Paula LaGambina, 6-6386	Fiscal and Sponsored	Thursday, December 23	Monday, January 3

Reporting-CREW (Student)	CREW Business Area	Last Load Prior to Winter Recess	Mid Winter Recess Load	Resumption of Regular Nightly Load Schedule
Contact:
Jude Langmaid, 6-0020	Students	Thursday, December 23	Friday, December 31	Monday, January 3

Student Receivables

Contact:
CST, 5-2739

Refund requests will be processed until 10:00 a.m. on Wednesday, December 22, 2010 and checks will be mailed or available for pick up after 2:00 p.m. Payments received at 953 Holyoke by Wednesday , December 22, 2010 will be credited to student accounts before January 1, 2011.

Travel / Web Reimbursement

Contact:
Travel Counter, 5-7760

Reimbursements, including JPMC Direct Pay, received by the end of the day on Tuesday, December 14 will be processed before the winter break.

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When and How to Report and Approve Time During the Winter Recess December 2010

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 3 at 5 p.m. System is coming down at 5 for Release 28.0 Migrations	Time entry deadline for: weekly check of 12/10 biweekly check of 12/17
Friday, December 3 at 3:30 p.m.	Absence approval deadline for period of 11/28-12/04
Monday , December 6 at 5 p.m.	Time entry deadline for: weekly check of 12/10 biweekly check of 12/17
Friday, December 10 at 5 p.m.	Time entry deadline for: weekly check of 12/17 biweekly check of 12/17
Friday, December 10 at 3:30 p.m.	Absence approval deadline for period of 12/5-12/11
Monday , December 13	Have you checked your VPN access? Before the break, login from home using VPN and make sure you can run your payroll reports.
Monday, December 13 at 5 p.m.	Approve time and labor for: weekly check of 12/17 biweekly check of 12/17
Tuesday, December 14 at 5;00 p.m.	Absence entry deadline for period of 12/12-12/18
Wednesday, December 15 at 3:30 p.m.	Absence approval deadline for period of 12/12-12/18
Wednesday, December 15 at 5 p.m.	Time entry deadline for period of 12/12-12/18 weekly check of 12/22 biweekly check of 12/30
Thursday , December 16 at 5 p.m.	Approve time and labor for period of 12/12-12/18 weekly check of 12/22 biweekly check of 12/30
Monday, December 20 at 5 p.m.	Absence entry deadline for period of 12/19-12/25
Monday, December 20	Off Cycle payroll
Tuesday, December 21 at 3:30 p.m.	Absence approval deadline for period of 12/19-12/25
Tuesday, December 21	Off Cycle payroll
Wednesday, December 22	Time approval for the week of 12/19-12/25 (opens)
Wednesday, December 22	Off Cycle payroll
Thursday , December 23 at 5 p.m.	Time entry deadline for period of 12/19-12-25 weekly check of 12/30 biweekly check of 12/30
Friday , December 24 at 5 p.m.	Time approval for the week of 12/19-12/25 weekly check of 12/30 biweekly check of 12/30
Thursday , December 30 at 5 p.m.	Absence entry deadline for period of 12/26-1/01
Friday , December 31 at 3:30 p.m.	Absence approval deadline for period of 12/26-1/01
Friday, December 31 at 5 p.m.	Time entry deadline for period of 12/26-1/01 weekly check of 1/7 biweekly check of 1/14
Monday, January 3 at 5 p.m.	Time approval deadline for period of 12/26-1/01 weekly check of 1/7 biweekly check of 1/14

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

This group	Will be paid
Student and non-student temporary workers	Wednesday, December 22 for the workweek ending 12/18
Service and trades workers	Wednesday, December 22 for the workweek ending 12/18

Clerical/technical workers	Thursday, December 30 for pay period ending 12/25
Student and non-student temporary workers	Thursday, December 30 for workweek ending 12/25
Service and trades workers	TThursday, December 30 for workweek ending 12/25

**NOTE: Checks, designated for university distribution, will be available for pick up from 9:00a.m. - 1:00 p.m. Thursday, December 30th 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 10th. 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

12/23

HOL
HWK [Observed] 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.

12/24

HOL
HWK [Observed] 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 (Sat)

N/A
REG Your regular pay, but not floating holiday.

12/26 (Sun) N/A REG Your regular pay, but not floating holiday.

12/27 HOL REG A floating holiday to be taken later (see note 3 below).

12/28 HOL REG A floating holiday to be taken later (see note 3 below).

12/29 HOL REG A floating holiday to be taken later (see note 3 below).

12/30 HOL REG A floating holiday to be taken later (see note 3 below).

12/31 HOL HWK [Observed] 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.

1/01 (Sat) N/A REG Your regular pay, but not floating holiday.

1/02 (Sun) N/A REG Your regular pay, but not floating holiday.

Notes:

1. 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.

If you have questions regarding the payment of the holiday worked policy as detailed in the grid above, please contact your Labor Relations representative to receive clarification and/or guidance.

2. A "day's pay" means one-fifth of the employee's pay for the week.

3. Floating holiday time earned during winter recess cannot be received as pay (FHP). Employees who work on winter break must use this time as time off prior to the end of the fiscal year (6/30). Departments that have their employees record their time as FHE must not pay any unused portion of this time out to the employee at separation or as part any payout of unused floating holiday time at the end of the fiscal year. Departments may elect to have their employees� record these floating holidays outside of the system and then have them report Excused Absences when they are redeeming as time off.

Holiday Worked Time Reporting Scenarios

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 (FHP), or they may bank the time (FHE) and take time off at a later date.

To receive it as pay:

The employee should report HOL for all hours not worked and HWK & FHP for all hours worked.

To receive as time off:

The employee should report HWK to receive pay for the hours worked and FHE to bank the time off. At a later date, when the time is taken, they should report FHT with a comment that it is time owed for working on the holiday.

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: 12/23 FHE 2.0

Note: All scenarios assume 7-hour scheduled workday

Scenario 2: Employee works 3.5 hours on Christmas Eve (12/23 [observed]), and taking half-day holiday.

Report: 12/23 REG 3.5

HOL 3.5

Scenario 3: Employee is asked to work their full 7 hours on Christmas Eve (12/23 [observed]), wants holiday paid out on same day.

Report: 12/23 REG 3.5

HWK 3.5

FHP 3.5

Scenario 4: Employee is taking vacation day on Christmas Eve (12/23 [observed]).

In absence management:

Report: 12/23 VAC 3.5*

In timesheet: 12/23 HOL 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 23rd.

Scenario 5: Employee works 7 hours on Christmas (12/24 [observed]), wants holiday paid out on the same day.

Report: 12/24 HWK 7

FHP 7

Scenario 6: Employee works 7 hours on Christmas (12/24 [observed]), wants to take floating holiday on Jan. 3rd.

Report: 12/24 HWK 7

FHE 7

1/02 FHT 7

Scenario 7: Employee works 4 hours on Christmas (12/24 [observed]), wants holiday paid out on the same day.

Report: 12/24 HWK 4

FHP 4

HOL 3

Scenario 8: Employee works 4 hours on Christmas (12/24 [observed]), wants to take 4 hours of floating holiday on Jan. 4th.

Report: 12/24 HWK 4

FHP 4

HOL 3

1/04 REG 3

FHT 4

Scenario 9: Employee works 10 hours on Christmas (12/24 [observed]), wants holiday paid out on the same day.

Report: 12/24 HWK 10

FHP 7

Scenario 10: Employee works 10 hours on Christmas (12/24 [observed]), wants to take floating holiday on Jan. 4th.

Report: 12/24 HWK 10

FHE 7

1/04 FHT 7

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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, 3.2.13, is scheduled for the weekend of March 4-6, 2011. Details of the release will be included in an upcoming issue of e-News.

Please note that a special release for the Harvard Crimson Online Marketplace (HCOMDINI 1.0.1) is scheduled for December 10-13, 2010. Please see article 3 for details.

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 Common Reporting Environment for the Warehouse (CREW) is a reporting system that draws data from a variety of sources which are updated on a nightly basis. Users can submit report requests for immediate processing or schedule reports to automatically run on a recurring basis. Types of CREW reports include financial, budget, receivables, HR management, benefits, costing, payroll, pension, security, grants management, and sponsored reports.

The next CREW FIN release, 3.2.13, is scheduled for March 4-6, 2011. Details will be available in an upcoming e-News.

HR (PeopleSoft) and CREW HR Release 28

The next PeopleSoft Release (HR 28) is scheduled for December 3-6, 2010. Please see article 1 for details.

The CREW HR 28.0 Release is scheduled for December 3-6, 2010. Please see article 2 for outage 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 the 3rd weekend of each month.

Release Number Dates Notes

6.12 12/17/10

Sponsored Systems Releases

The next GMAS release is targeted for December 13, 2010. Please see the Release Notes about releases to date.
The next HIRBERT release is currently in development; the anticipated release date is scheduled for mid-December 2010. As usual, please see the Release Notes for details about releases to date.

HUBS Releases

The Harvard University Budgeting Sytems (HUBS) is a set of web-based Oracle Hyperion Planning applications used for budget data entry, estimates, annotations, reporting, and submission associated with the annual budget and planning cycles.

HUBS Release 1.0.9 was deployed over the weekend of November 11-14, 2010. Please see article 4 for enhancements details.

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.

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.

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Date	If you do not work	If you work	What you are entitled to if you work
12/23	HOL	HWK	[Observed] 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.
12/24	HOL	HWK	[Observed] 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 (Sat)	N/A	REG	Your regular pay, but not floating holiday.
12/26 (Sun)	N/A	REG	Your regular pay, but not floating holiday.
12/27	HOL	REG	A floating holiday to be taken later (see note 3 below).
12/28	HOL	REG	A floating holiday to be taken later (see note 3 below).
12/29	HOL	REG	A floating holiday to be taken later (see note 3 below).
12/30	HOL	REG	A floating holiday to be taken later (see note 3 below).
12/31	HOL	HWK	[Observed] 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.
1/01 (Sat)	N/A	REG	Your regular pay, but not floating holiday.
1/02 (Sun)	N/A	REG	Your regular pay, but not floating holiday.