PeopleSoft Release 34: Enhancements and Outage Information

Due to HR Release 34.0, PeopleSoft and ASPIRE transmissions to PeopleSoft will be unavailable starting on Friday, December 7th at 5:00pm until Monday, December 10th at 8:00am. Users will see the following changes on Monday, December 10th:

Absence Updates:

New Report: Absence Group Employee and Manager Report - This Absence report will provide a list of employees and managers assigned to Absence Management Groups. This report combines the Employees by Absence Group and the Absence Managers Reports into one.

Note: The individual reports by Employees and Managers will still be available.

Time and Labor Updates:

What is Time & Labor?

Coming out of retirement: Time & Labor Group Employee Listing - The decision was made to retire this report at upgrade but it has been determined that it would be useful to still have access to it.

Coming out of retirement:Time & Labor Group Manager Report - The decision was made to retire this report at upgrade but it has been determined that it would be useful to still have access to it.

New automated email: Real-time approver notification will be sent when a Time Reporter changes time that has already been approved. This email will only be sent to the Time Approver(s) associated with this time.

HR Update:

Change Made to Term Appointment Upload: The appointment end date is now a required field for the Term Appointment Upload process. If you upload a file with employees whose Appointment Extension Data field is blank, the record in the Term Appointment Inquiry page will appear with the following error message: Appointment end date is required.

This change was made to prevent the upload from inserting blank appointment end dates into the employee's job record. Those doing the upload can either delete the employees who are not have their dates extended OR those records can be left on the file and allowed to error. Those with a new date in the Appointment Extension Date field will upload as normal and no further action is required.

Please send any questions regarding these changes to the HUIT Support Center, (617) 496-2001, or via email.

Tag: PeopleSoft

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Human Resources Data Warehouse (HR DW) Release 34 Outage Information

What is CREW?

The HR Data Warehouse will be unavailable beginning at 8:00pm on Friday, 12/7/12 (the usual down time in the evening) through approximately 1:00pm on Monday, 12/10/12, in order to install the HR DW 34.0 release to PROD.

AD HOC and EXPORT users will have access to all databases with exception of DWHRPRD, DWHRHST, and IMSUTS, where users will be locked out until Monday, 12/10/12, 1:00pm.
CREW HR Reports will be unavailable until 1:00pm on Monday, 12/10.
Interactive Reporting (IRP) will return errors for reports drawn from DWHRPRD database until Monday, 12/10/12, 1:00pm.
The HR data load is cancelled for Friday night; the full load is scheduled for Sunday night.
The Financial data load will take place per normal schedule Friday night.

Tag: CREW

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Human Resources Reporting News - December 2012

Report Enhancement (effective 12/21/2012)

HRDEPDP010 - Departmental - Departments in Sub Affiliations

This report allows users to see all departments within a selected Central Reporting Sub Affiliation. With this enhancement, both the PDF and Excel outputs are now grouped by Central Reporting Major Affiliation and then by Sub Affiliation. The Excel output also includes the corresponding Affirmative Action Major and Sub Affiliation information.

Tips and Tricks

When using the "Multiple Employee IDs" parameter please be aware that there is a limit to the number of characters it will accept, and due to different formatting scenarios (such as extra spaces around commas) we suggest limiting your ID lists to 125 or less.

The parameter can be found on the following reports:
PYERNEE002 - Individual Earnings Lookup
HRJOBEE003 - Individual Job Profile (Current Jobs, All Jobs, Pre 10/01/2002 Jobs)
PNHISEE048 - Pension Historical Report

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

Thank you,
Human Resources Analytics and Reporting

Tag: CREW

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Financial Administration (FAD) 2012/2013 Winter Recess Schedule

The University will be in recess from 5:00 pm Friday, December 21, 2012 until Wednesday, January 2, 2013. 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 available 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 HUIT Support Center (617-496-2001) and FAD staff will be unavailable. On-call resources will be available 24/7, as usual. Online materials, such as those found on Eureka, iSites and ABLE, will be available 24/7, as usual.

Accounts Payable / HCOM
Accounts Receivable
Authorized Requestor Information for Oracle, PeopleSoft, GMAS, Aspire and ARIeS
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)
Office for Sponsored Programs
Payroll Services
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

A/P: option 1

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 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 2, 2013 based on their payment terms, will be paid on Thursday, December 20, 2012.

Approved vendor invoices that need to be paid by January 1, 2013 (rent, utilities, etc.) must reach AP at 1033 Mass Ave. by 5 p.m. Friday, December 14.

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 17 for the credit to be posted in December 2012.

Foreign Currency Drafts and Wires: 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 14. Note, a bank draft authorization or a wire transfer form must be attached to the front of the invoice.

US Wire Transfers: HCOM 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 17. 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 12/18/12 will have a check available for distribution on 12/21/12. Our offices will be closing at 5 p.m. on Friday, December 21. Claim service will only be available at 1033 Massachusetts Ave, 2nd floor for requests received on 12/18/12.

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 12th at 5pm.

Accounts Receivable

Contact:
AR Customer Service, 5-3787

Invoices to be entered by Central AR must be received by 5 p.m. Monday December 17th to ensure posting prior to the winter recess. The deadline for customer setup/maintenance is also 5 pm Monday December 17th.

Manually entered invoices completed in Oracle AR before 4:30 pm on Friday, December 21st will be posted prior to the winter recess. Manually entered invoices completed during the winter recess will be sent to the General Ledger on Wednesday January 2nd 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, Aspire and ARIeS

Contact:
Oracle Authorized Requestors:
appadmin@camail.harvard.edu
Oracle CVR Authorized Requestors:
cvrrequest@camail.harvard.edu
PeopleSoft Authorized Requestors:
hr_pssecurity@harvard.edu
GMAS Authorized Requestors:
gmassecurity@camail.harvard.edu
ASPIRE/ARIeS 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 19, 2012 will be processed after the winter recess beginning January 2, 2013.

CAPS

Contact:
Lori Thompson, 4-7409

CAPS forms submitted after close of business (5pm) Friday, December 21 will be held in queue until Wednesday, January 2. Any changes to CAPS forms (including budget detail) will not be reflected in CREW until Thursday, January 3.

Please note that no support is available for the system from 12pm Friday, December 21 until Wednesday, January 2.

Cash Receipts

Contact:
Cash Receipts, 6-8332

Credit Vouchers: In order for a credit to be posted in December 2012 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 14th.

Departmental Deposits and Massachusetts Taxable Sales Deposits with Validated Bank Receipts: All sales and deposits in either account made through Thursday, December 13th must be delivered to the Cash Receipts Office no later than 5 P.M. on Friday December 14th. All sales and deposits made between December 17th and December 31st must be received in the Cash Receipts Office no later than 5 P.M. on Wednesday January 2nd . 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

Contact:
chart@camail.harvard.edu

Chart of Accounts Requests:

Non-sponsored: After the last "sweep" at 5 p.m. on December 21, 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 2, 2013.

Sponsored: Friday, December 21 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 21st will be sent to the GL for activation on January 2, 2013.

General Ledger / General Accounting

Contact:
Karen O'Rourke 6-3375

Any journals entered by 6:30 p.m. and journal feed files sent before 5:00 p.m. on Friday, December 21 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 22. Any journals entered from 6:30 p.m. on Friday, December 21 through 6:30 p.m. on Wednesday, January 2 will post Wednesday night and be reflected in the HDW on Thursday morning, January 3.

Journal feed files sent during the winter recess will post on Wednesday night, January 2 and be reflected in the CREW and ad hoc reporting environments on Thursday, January 3. Feeds submitted during the break should be given unique extensions so files are not overwritten.

As a reminder, the University performs 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-12 activity are Tuesday, January 8, 2013 for the general population and Tuesday, January 15, 2013 for the tub central finance offices.

Grants Management Application Suite (GMAS)

Contact:
Simone Alpen, 6-2033

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

•Friday, December 21 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 Wednesday, January 2, 2013 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 21, 2012. On the evening of Wednesday, January 2, 2013 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 HUIT 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 Wednesday, January 2nd; files uploaded by 8 pm on Friday, 12/21, will be last the last files processed before the break.
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 Wednesday, January 2nd; files uploaded by noon on Friday, 12/21, will be last the last files processed before the break.
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.

Office for Sponsored Programs

Contact:
Ethlyn O’Garro, 6-3117

In observance of the University’s winter recess, the Office for Sponsored Programs (OSP) will close at 5 p.m. on Friday, December 21, 2012 and will reopen on Wednesday, January 2, 2013. All proposals with deadlines that fall within these dates should be submitted to OSP no later than 5 p.m. on Friday, December 14, 2012. As always, earlier submissions are welcome. If meeting this deadline is not possible, please contact your Grants and Contracts Specialist (See HERE) or Ethlyn O'Garro (617-496-3117) 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 as soon as possible 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 Wednesday, December 19, 2012. Regular account set up will resume on January 2, 2013.

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 Friday, December 21. Any off cycle checks not picked up by 5:00 p.m. will be put in U.S. mail at 5:00 pm on 12/21/12.

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: The Weekly payroll (with a check date of January 4, 2013) will be processed on December 31, 2012. You will need to confirm your payroll is correct on that date. The payroll is expected to be opened by 6:00 pm on Sunday evening December 30th. You will have until 12:00 pm on Monday, December 31st to contact University Financial Services with any errors that need to be corrected. Please call or email the following individual:

Linda Paolera 617 495-7856 or linda_paolera@harvard.edu

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

Checks to be Voided and Personal Checks - C.O.B. Friday, December 14th

Any Harvard checks that need to be voided and any personal checks resulting from overpayments you are holding must be sent to Central Payroll by close of business Friday, December 14th. If received after this date the employee will receive an incorrect 2012 W2 Form.

Check Pickup on Friday, December 28, 2012: Weekly and Bi-weekly checks for the check dated December 28th will be delivered to University Mail Services for distribution on December 28, 2012. If you have employees who want to receive their checks on Friday, December 28th rather than waiting until Wednesday, January 2nd, checks will be distributed by University Financial Services staff from 9:00 a.m. - 1:00 p.m. Friday, December 28th 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 14th. 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 Wednesday, January 2nd.

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 28th 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
(option 6)

Due to the winter recess, the PCard sweep originally scheduled for Thursday, December 20 will be moved to Wednesday, December 19 at 3:00 PM. The December 27th sweep will be moved to Thursday, December 20, 2012.

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	Friday, December 21	Monday, December 31

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	Friday, December 21	Monday, December 31

Reporting-CREW (Student)	CREW Business Area	Last Load Prior to Winter Recess	Mid Winter Recess Load	Resumption of Regular Nightly Load Schedule
Contact:
Paula LaGambina, 6-6386	Student	Friday, December 21	Friday, December 28	Monday, December 31

Student Receivables

Contact:
CST, 5-2739

Refunds requests will be processed until 10 A.M. on Friday, 12/21/12. Refund checks will be mailed to students or available for pick-up by financial aid office representatives after 2 P.M.

Payments received at 953 Holyoke by Friday, 12/21/12, will be credited to student accounts before 1/01/13.

Travel / Web Reimbursement

Contact:
Travel Counter, 5-7760

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

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

Tag: Calendar Year-End Deadlines

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ID Requests Via Campus Services Center December Deadlines

The Harvard Campus Service Center has announced that any special requests for ID Services must be made by 5 p.m. on Wednesday, December 19th in order to be processed prior to the winter recess. The last courier run to the Longwood Medical Campus will be Thursday, December 20th at 9:00 am.

The Harvard Campus Service Center encompasses ID Services, Parking Services and Harvard University Housing. If you have any questions about services provided by the Center, please contact them at 617-496-7827.

Tags: Harvard University ID; Harvard Campus Services Center

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When and How to Report and Approve Time during the Winter Recess December 2012

Please note: This article has been updated from the one that was published in the November eNews. HUCTW employees who work on Christmas Eve only receive premium pay (Holiday Worked) for the afternoon portion of their schedule. Working in the morning would be similar to working on a recess day where the employee reports his/her hours as REG and is compensated with a Floating Holiday Earned (FHE) to be used before the end of the fiscal year. The previous article's examples stated employes who worked in the morning would be paid HWK for those hours. This was incorrect.

This information has been updated in the grid and scenarios that follow.

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	Who	This must be completed
Thursday, December 6 by 5:00 PM.	Reporters	Time and absence entry deadline for the weekly period of 12/02-12/08. weekly check of 12/14 biweekly check of 12/14
Friday, December 7 approve absences by 3:30 PM and the timesheet by 5:00 PM. PeopleSoft Release 34 system going down at 5:00 until Mon 8:00 AM	Approvers	Time and Absence approval deadline for the period of 12/02-12/08.
Thursday, December 13 by 5:00 PM.	Reporters	Time & absence entry deadline for the weekly period of 12/09-12/15. weekly check of 12/21 biweekly check of 12/28
Friday, December 14 approve absences by 3:30 PM and the timesheet by 5:00 PM.	Approvers	Time and absence approval deadline for period of 12/9-12/15.
Monday , December 17	Approvers and HR Payroll Processors	Have you checked your VPN access? Before the break, login from home using VPN and make sure you can run your payroll reports.
Tuesday, December 18 by 5:00 PM	Reporters	Time & absence entry deadline for the weekly period of 12/16-12/22. weekly check of 12/28 biweekly check of 12/28
Wednesday, December 19 approve absences by 3:30 PM and the timesheet by 5:00 PM.	Approvers	Time and absence approval deadline for period of 12/16-12/22.
Thursday, December 20 by 5:00 PM. (OPTIONAL*)	Benefits eligible reporters only	If not working the recess week, enter HOL for the weekly period of 12/23-12/29.
Friday, December 21 (OPTIONAL*)	Approvers	Advance approval for managers (approvers) who would like to approve their employees' hours before recess break.
Wednesday, December 26 by 5:00 PM.	Reporters (who do not report hours in advance of recess break or worked over recess).	Time & absence entry deadline for the weekly period of 12/23-12/29 weekly check of 01/04 biweekly check of 01/11
Thursday, December 27 approve absences by 3:30 PM and the timesheet by 5:00 PM.	Approvers	Time and absence approval deadline for period of 12/23-12/29
Week of New Year's returns to the normal reporting /approving schedule of Thursday/Friday

*Managers (approvers) can request their time reporters to report their time in advance for the recess period starting in the second week of December. The manager can approve that time soon as it is reported. The optional reporting/approving deadlines noted in the grid can be used by the schools/units to formalize a communication to their reporters/approvers a deadline for reporting/approving the recess break hours. The optional deadlines will not have any auto-reminder emails that are triggered from PeopleSoft.

There are NO changes to the paydays for the overtime-eligible staff during the holiday recess.

This group	Will be paid
Student and non-student temporary workers	Friday, December 28 for the workweek ending 12/22
Service and trades workers	Friday, December 28 for the workweek ending 12/22

Clerical/technical workers	Friday, December 28 for pay period ending 12/22
Student and non-student temporary workers	Friday, December 28 for workweek ending 12/22
Service and trades workers	Friday, December 28 for workweek ending 12/22

**NOTE: Checks, designated for university distribution, will be available for pick up from 9:00a.m. - 1:00 p.m. Friday, December 28th 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). Employees must show an HUID card to pick up checks.

Many users have also asked which time types to use when reporting time over the winter recess. Here are some guidelines for clerical/technical workers.

Date	If you do not work		If you work	What you are entitled to if you work
12/24 (Mon) [Full day]	Morning	HOL	REG	A floating holiday to be taken later (see note 3 below).
12/24 (Mon) [Full day]	Afternoon	HOL	HWK	Time-and-a-half for those hours worked. 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 (see note 2 below).
12/25 (Tue)	HOL		HWK	Time-and-a-half for those hours worked. 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 (see note 2 below).
12/26 (Wed)	HOL		REG	A floating holiday to be taken later (see note 3 below).
12/27 (Thur)	HOL		REG	A floating holiday to be taken later (see note 3 below).
12/28 (Fri)	HOL		REG	A floating holiday to be taken later (see note 3 below).
12/29 (Sat)	N/A		REG	Your regular pay, but not floating holiday.
12/30 (Sun)	N/A		REG	Your regular pay, but not floating holiday.
12/31 (Mon)	HOL		REG	A floating holiday to be taken later (see note 3 below).
1/01 (Tue)	HOL		HWK	Time-and-a-half for those hours. You have a choice of being paid for the holiday at your regular rate in addition to the time-and-a-half for hours worked, or you can take this time at a later date. If you choose to be paid for it now, report your hours worked as HWK and also report the time as FHP (see note 2 below).

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. The maximum value of a floating holiday earned or paid is one-fifth of the employee's scheduled hours 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

Extra hours for a holiday worked are not paid automatically. If an employee works on 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.

Key points to remember about holiday reporting time codes:

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
Maximum value of a floating holiday earned or paid is one-fifth of the employee's scheduled hours for the week.

FHE – Floating Holiday Earned

Hourly rate hours that are banked and used for time off later on
Does not add to Overtime Hours
Maximum value of a floating holiday earned or paid is one-fifth of the employee's scheduled hours for the week.

Working on Holiday Scenarios (all scenarios assume a M-F, 7 hours a day schedule)

1. Employee not working on Christmas Eve (12/24).

Report: 12/24 HOL 7.00

2. Employee works only the morning of Christmas Eve (12/24).

Report: 12/24 REG 3.50

FHE 3.50

HWK 3.50

FHP 3.50

3. Employee works her full 7 hour schedule on Christmas Eve (12/24) and elects to receive her afternoon hours as a holiday payout (FHP).

Report: 12/24 HWK 7

FHE 7

2. Employee works Christmas Eve (12/24) and elects to receive holiday payout.

Report: 12/24 HWK 4

FHP 7

4. Employee works 7 hours on Christmas (12/25), elects to take floating holiday on January 2.

Report: 12/25 HWK 7.00

FHE 7.00

Timesheet for next week: 01/02 FHT 7.00

5. Employee works 4 hours on Christmas (12/25) and elects to receive holiday payout.

Report: 12/25 HWK 4.00

HOL 3.00

FHP 4.00

6. Employee works 4 hours on Christmas (12/25) and elects to take floating holiday on January 2

Report: 12/25 HWK 4.00

HOL 3.00

FHE 4.00

Timesheet for next week: 01/02 REG 3.00

FHP 4.00

7. Employee works 10 hours on New Year�s Day (1/01) and elects to receive holiday payout.

Report: 01/01 HWK 10.00

FHP 7.00

Examples of how to report if a non-exempt benefited employee is working on one of the recess days:

Bi-weekly Pay Periods for 2013

Working on a Recess Day (all scenarios assume a M-F, 7 hours a day schedule)

1. Employee works his normal shift on Wednesday (12/26).

Report: 12/26 REG 7.00

FHE 7.00

2. Employee works a partial day on Wednesday (12/26).

Report: 12/26 REG 4.00

HOL 3.00

FHE 4.00

3. Employee works 10 hours on Wednesday (12/26).

Report: 12/26 REG 10.00

FHE 7.00

Tag: Time & Labor

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Research Administration System Updates

GMAS Release Details

What is GMAS?

The next release of system changes for GMAS will be available on Monday, December 17, 2012. Release highlights include:

PI Dashboard

The dashboard will include high-level GMAS information per Principal Investigator (PI) such as:

Current projects, remaining funds (excluding subagreements and indirect costs), and projected spending
Direct links to accounts, reports, subagreements, documents, action memos, and approvals
Pending (yet to be submitted) proposals, as well as submitted proposals awaiting sponsor notice
Interfaculty projects (part-ofs)

For users who are PIs on projects, this new dashboard will be their homepage

Conflict of Interest (COI) enhancements:

Addition of "confirm research team" process to at-risk account requests, including notification and to-do generation
The <Confirm Research Team> button will now appear on the Segment homepage
The COI disclosure status (from the FCOI system) appears on each person profile
A document repository has been added to the COI approval
The COI approvals from prior to August 2012 will be referred to as "Conflict of Interest - Legacy"; the PHS COI approval implemented in August will now be referred to as "Conflict of Interest."
PHS investigators are now referred to as "Investigator".
Change PHS Investigator question from "Is this member an investigator as termed by the PHS regulations?" to "Is this member responsible for the design, conduct or reporting of the proposed research?"
Resolve issue where COI approvals are not generated correctly on revise to resubmit requests
Add confirm research team status to "sponsor notices" dashboard and segment home screen (in research staff component bar)
Automatically update COI approval status from "No Disclosure" to "No Interests", when a research team member discloses in FCOI that they have no interests (and was previously no disclosure)

New feature to allow the central sponsored offices to "lock" documents to prevent accidental deletion
Department-based users will now be able to view receivable and report comments on the listing screen
An additional, flexible indirect cost rate basis may be applied to subagreements
For all projects with a prime sponsor, the prime institution's PI name will be required

More details about the release will be posted in the coming weeks at this location: https://wiki.harvard.edu/confluence/display/FSS/GMAS+Releases.

Tag; GMAS

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REACH Program Accepting Applications for Spring 2013

The Research Excellence in Administration Certificate at Harvard (REACH) program, a University-wide sponsored training series, is currently accepting applications for the Spring 2013 semester in both the Foundations and Intermediate levels. Applications are due January 11th, 2013. To apply, please click HERE.

If you would like more information on the program, you are invited to attend one of the upcoming information sessions. Instructors and participants will be available to tell you about the program, the new streamlined online application process, and to answer any other questions you may have. These information sessions will be offered at different locations across the University, and all are welcome to attend any session. For the most up-to-date session times and locations, and to RSVP, please visit our website HERE.

The current session dates are:

More information about the REACH program may be found at: http://osp.fad.harvard.edu/content/reach-program, or by contacting REACH@harvard.edu.

Tag: Research Administration

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Upcoming Releases

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 last major release was the Oracle Release 12 Upgrade, which occurred in November 2012. Please see last month's e-News for more information.

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 and HR 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 FIN CREW reports include financial, budget, receivables, grants management, and sponsored reports. Type of HR CREW reports include HR operational, affirmative action, benefits, compensation, costing, earnings, job, pension, service credit, security and training reports.

The last CREW FIN release occurred in November 2012. Please see last month's e-News for more information.

HR (PeopleSoft) and CREW HR Release 34

The next PeopleSoft Release (HR 34) is scheduled for December 7-10, 2012. Please see article 1 for outage information.

The CREW HR 34.0 Release is tentatively scheduled for December 7-10, 2012. Please see article 2 for outage information.

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
8.12	12/22/12