Accounts Payable

Contact:
AP Customer Service, 5-8500

A/P: option 1

HCOM: option 2

Vendor Setup: option 3

Approved vendor invoices to be posted in December must reach Accounts Payable (UFS) at 1033 Mass Ave. by 5 p.m. Thursday, December 22. Invoices received after this time will be posted in January.

Invoices already in the AP system that come due between December 23 and January 2, 2012 based on their payment terms, will be paid on Thursday, December 23, 2011.

Approved vendor invoices that need to be paid by January 1, 2012 (rent, utilities, etc.) must reach AP at 1033 Mass Ave. by 5 p.m. Friday, December 16.

HCOM:During the Winter break, electronic invoices will continue to arrive and be processed, generating system receiving e-mails. Shoppers can also receive goods in the system during the break.

Voided Checks All checks that need to be voided and re-deposited must be received by AP no later than noon Monday, December 19 for the credit to be posted in December 2011.

Foreign Currency Drafts and Wires Web Voucher or HCOM 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 16. 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 19. 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 12/20/11 will have a check available for distribution on 12/22/11. Our offices will be closing at 5 p.m. on Thursday, December 22. Claim service will only be available at 1033 Massachusetts Ave, 2nd floor for requests received on 12/20/11.

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 14th 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 15 to ensure posting prior to the winter recess. The deadline for customer setup/maintenance is also 5 pm Thursday, December 15.

Manually entered invoices completed in Oracle AR before 4:30 pm on Wednesday, December 21 will be posted prior to the winter recess. Manually entered invoices completed during the winter recess will be sent to the general ledger on Tuesday, January 3 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

User security, CVRs, TL/AM groups, Departments, and Location Code requests received after 5pm on December 21 will be processed after the winter recess beginning January 3.

Budget Tool (Sponsored)

Contact:            
Lori Thompson, 4-7409

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

CAPS

Contact:            
Lori Thompson, 4-7409

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

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

Cash Receipts

Contact:
Cash Receipts, 6-8332

Credit Vouchers: In order for a credit to be posted in December, 2011 all credit vouchers accompanied by cash and/or checks must be received in the Cash Receipts Office no later than 5 P.M. on Friday December 16th.

Departmental Deposits and Massachusetts Taxable Sales Deposits with Validated Bank Receipts:  All sales and deposits in either account made through Thursday, December 15th must be delivered to the Cash Receipts Office no later than 5 P.M. on Friday December 16th. All sales and deposits made between December 16th and December 31st, must be received in the Cash Receipts Office no later than 5 P.M. on Tuesday 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, 2012.

Sponsored: Friday, 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 23rd will be sent to the GL for activation on January 3, 2012.

General Ledger / General Accounting

Any journals entered by 6:30 p.m. and journal feed files sent before 5:00 p.m. on Friday, December 23 will be posted and included in the Friday 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 Saturday morning, December 24. Any journals entered from 6:30 p.m. on Friday, December 23 through 6:30 p.m. on Tuesday, January 3 will post Tuesday night and be reflected in the HDW on Wednesday morning, January 4.

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

As a reminder, beginning with the September month end close, the University started performing interim reporting on a quarterly basis which results in the extension of the quarterly (September, December and March) closes by an additional 5 business days to allow tub central offices to process necessary entries. This does not change the process currently used by University employees to process month/quarter end journal vouchers; there is still a 5 business day window to enter the necessary journal vouchers. The subsequent 5 business days can only be used by the tubs' central offices.

The two deadlines for processing DEC-11 activity are Monday, January 9, 2012 for the general population and Tuesday, January 17, 2012 for the tub central finance offices.

Please refer to the September eNews special edition for the details on the specific information.

Grants Management Application Suite (GMAS)

Contact:
Simone Alpen, 6-2033

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

•Friday, 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 Tuesday, January 3, 2012 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 Friday, December 23, 2011. On the evening of Tuesday, January 3, 2012 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 break but the HU IT 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 HUBS will be available for data entry and reporting, certain scheduled processes will not be executed during the winter break because they are only run during business days and/or nights when support is available. As a result the following items should be noted:

• 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 Tuesday, 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 Tuesday, January 3rd.
• Data extract files will not be generated during the break. The extract files during the last business night prior to the break will continue to be available for download from the HUBS Workspace.
• CINA aggregations will not be run automatically during the break but can be manually executed in HUBS via the BRBC014 Aggregate CINA business rule.
• Salary calculations will not be run automatically during the break but can be manually executed in HUBS via the BRBE077/MT Salary Calculation business rule.
• Data will not be automatically transferred from the Employee cube to the CINA cube during the break 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 (option 4)

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.

Our offices will be closing for winter recess at 5:00 p.m. on Thursday, December 22. Any off cycle checks not picked up by 5:00 p.m. will be put in U.S. mail at 5:00 pm on 12/22.

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, 2011) will be processed on December 27, 2011. You will need to confirm your payroll is correct on that date. The payrolls are expected to be opened by 6:00pm on Monday evening December 26th. You will have until 12:00pm on Tuesday, 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 

No corrections to the payroll can be done after the 12:00 calculation.

Checks to be Voided and Personal Checks - C.O.B. Thursday 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 Thursday, December 15th. If received after this date the employee will receive an incorrect 2011 W2 Form.

Check Pickup on Friday, December 30, 2011:   Weekly and Bi-weekly checks for the check dated December 30th will be delivered to University Mail Services for distribution on December 30, 2011. If you have employees who want to receive their checks on Friday, December 30th rather than waiting until Tuesday, January 3rd, checks will be distributed by University Financial Services staff from 9:00a.m. - 1:00 p.m. Friday, 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 9th. 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 Tuesday, 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 will occur on Thursday December 22 at 3:00 pm. The December 29 sweep will be moved to Tuesday, January 3, 2012 at 3:00 pm.

Student Receivables

Contact:
CST, 5-2739

Refunds requests will be processed until 10 A.M. on Thursday, 12/22/11, and will be mailed or available for pick-up after 2 P.M. on 12/22/11.

Payments received at 953 Holyoke by Thursday, 12/22/11, will be credited to student accounts before 1/01/12.

Travel / Web Reimbursement

Contact:            
Travel Counter, 5-7760

Reimbursements, including Citi Direct Pays received at 1033 Mass Ave, 2nd floor by 5pm on Wednesday, December 14 will be processed before the winter break.

Reimbursements, including Citi Direct Pays received after this time will be posted in January.

System is coming down at 5 for Release 31.0 Migrations

Time entry deadline for:

• weekly check of 12/09
• biweekly check of 12/16

Absence approval deadline for period of 11/27-12/03

Time entry deadline for:

• weekly check of 12/09
• biweekly check of 12/16

Time entry deadline for:

• weekly check of 12/16
• biweekly check of 12/16

Friday, December 9 at 3:30 p.m.

Absence approval deadline for period of 12/4-12/10

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 12/16
• biweekly check of 12/16

Absence entry deadline for period of 12/11-12/17

Absence approval deadline for period of 12/11-12/17

Time entry deadline for period of 12/12-12/17

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

Approve time and labor for period of 12/12-12/17

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

Absence entry deadline for period of 12/18-12/24

Off Cycle payroll

Absence approval deadline for period of 12/18-12/24

Off Cycle payroll

Time entry deadline for period of 12/18-12-24

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

Time approval for the week of 12/18-12/24

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

Absence entry deadline for period of 12/25-12/31

Absence approval deadline for period of 12/25-12/31

Time entry deadline for period of 12/25-12/31

• weekly check of 1/6
• biweekly check of 1/13

Time approval deadline for period of 12/25-12/31

• weekly check of 1/6
• biweekly check of 1/13

Student and non-student temporary workers

Thursday, December 22 for the workweek ending 12/17

Service and trades workers

Thursday, December 22 for the workweek ending 12/17

Clerical/technical workers

Friday, December 30 for pay period ending 12/24

Student and non-student temporary workers

Friday, December 30 for workweek ending 12/24

Service and trades workers

Friday, December 30 for workweek ending 12/24

12/23 (Half Day)

HOL

12/24 (Sat)

N/A

12/25 (Sun)

N/A