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

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

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.

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

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.

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.

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

Absence approval deadline for period of 11/28-12/04

Time entry deadline for:

• weekly check of 12/10
• biweekly check of 12/17

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

Have you checked your VPN access?

Before the break, login from home using VPN and make sure you can run your payroll reports.

Approve time and labor for:

• weekly check of 12/17
• biweekly check of 12/17

Absence entry deadline for period of 12/12-12/18

Absence approval deadline for period of 12/12-12/18

Time entry deadline for period of 12/12-12/18

• weekly check of 12/22
• biweekly check of 12/30

Approve time and labor for period of 12/12-12/18

• weekly check of 12/22
• biweekly check of 12/30

Absence entry deadline for period of 12/19-12/25

Off Cycle payroll

Absence approval deadline for period of 12/19-12/25

Off Cycle payroll

Time approval for the week of 12/19-12/25 (opens)

Off Cycle payroll

Time entry deadline for period of 12/19-12-25

• weekly check of 12/30
• biweekly check of 12/30

Time approval for the week of 12/19-12/25

• weekly check of 12/30
• biweekly check of 12/30

Absence entry deadline for period of 12/26-1/01

Absence approval deadline for period of 12/26-1/01

Time entry deadline for period of 12/26-1/01

• weekly check of 1/7
• biweekly check of 1/14

Time approval deadline for period of 12/26-1/01

• weekly check of 1/7
• biweekly check of 1/14

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