Change in Hours of Operations for the University Financial Services Front Desk at 1033 Massachusetts Ave, 2nd Floor

Effective 3/4/13

In an effort to provide greater coverage on its customer service phone lines, University Financial Services (UFS) will be adjusting its hours of operation for the Front Desk located at 1033 Massachusetts Ave, 2nd floor. The Front Desk will be open to assist customers from 9:00 am-12:00 pm and from 1:00 pm-4:00 pm. The Front Desk will be closed from 12:00 pm-1:00 pm and 4:00 pm-5:00 pm daily. This only applies to the front desk; customer service phone lines will be available from 9:00 am-5:00 pm daily.

During the closed hours (12:00 pm-1:00 pm and 4:00 pm-5:00 pm) mail/drop-offs for UFS departments can be placed in the secure drop box opposite the elevators on the 2nd floor. This box is checked regularly. In addition, the following in-person services will be unavailable during the closed time periods:

• Sign for package delivery (if necessary, please adjust your courier schedules accordingly)
• Provide walk-in assistance for Accounts Payable, Reimbursements and Card Services, Payroll, Accounts Receivable and NRA Tax
• Check pick up
• Tax Form pick up
• PCard pick up

Please be sure to communicate this change in schedule to your staff and plan any future visits/deliveries to the UFS Front Desk accordingly.

If you have concerns or questions about this change, please contact Diane Baldwin, Director of UFS at at 617-496-3335 or via email.

Please remember that UFS can be contacted at 617-495-8500 or you can send an email about a particular issue using the email contact list found at the University Financial Services Customer Relations Group (UFS CRT) website.

Harvard University Tax Reporting Calendar Year 2012

Contacts for questions regarding tax-reporting documents issued to individuals and certain entities by Harvard University

Form	Date form is required to be mailed	Issuing Department*	Contact Number	Website
W-2	1/31/13	UFS 1033 Mass Ave, 2nd floor	617-495-8500 (option 4)	http://vpf-web.harvard.edu/ofs/payroll/emp_w2_order.shtml
1099-MISC	1/31/13	UFS 1033 Mass Ave, 2nd floor	617-495-8500 (option 1)	http://vpf-web.harvard.edu/ofs/resources/ufs_cust_rel.shtml
1042-S	3/15/13	UFS 1033 Mass Ave, 2nd floor	617-495-8500 (option 5)	http://nratax-ufs.harvard.edu
1042-S (College Grants)	3/15/13	SRO (Student Receivables Office)	617-495-2739	www.termbill.harvard.edu
1098-E	1/31/13	SLO (Student Loan Office)	617-495-3782	http://borrower.ecsi.net/
1098-T	1/31/13	SRO (Student Receivables Office)	617-495-2739	www.termbill.harvard.edu
1098-T	1/31/13	DCE (Extension and Summer School only)	TCRS (24 hrs.)** 877-467-3821	www.1098t.com

*Issuing department is indicated on the return address of the tax-reporting document.

**The service provider for DCE's 1098-T Forms is ACS' Tax Credit Reporting Service (TCRS). TCRS responds to all DCE student inquiries about the 1098-T Forms. DCE students may visit the TCRS web site www.1098T.com or contact the TCRS 24-hour Call Center at 1-877-467-3821.

New W-2 Reprint Function Available in PeopleSoft Employee Self-Service

IRS Form W-2 reprints for calendar 2012 (ONLY) are available via Employee Self Service in PeopleSoft. For requests of forms prior to 2012 continue to use this link: http://vpf-web.harvard.edu/ofs/payroll/emp_w2_order.shtml.

Active employees, with a valid pin, can access and reprint their 2012 IRS Form W-2 via Employee Self Service in PeopleSoft. The W2 is available here: Main Menu>Self Service> Payroll and Compensation> View W2/W2c Form.

The complete work instructions for this new function can be found here: http://eureka.harvard.edu/eureka/getDocument.cfm?id=975&sAppID=40 .

Please note: Form W-2c’s (a Corrected W-2 Form) will not be available via Employee Self Service.

Questions? See the previous article for contact information regarding W-2 forms.

New HUBS Wiki Streamlines User Resources

User resources are streamlining. On February 7th the HUBS Wiki was introduced to users. The Wiki combines information from the HUBS iSite and Eureka and includes some exciting new features like a search engine - users no longer need to look through pages and documents to find what they need - just search and the Wiki will find it for you.

To log into the Wiki users can simply go to following link and then make it a favorite/bookmark in their browser for future use: https://wiki.harvard.edu/confluence/display/FSSHUBS/HUBS+Home. Users will be prompted for their HUID and PIN when accessing the Wiki. The HUBS Wiki can also be accessed through Harvard's Wiki Dashboard which is described at the bottom of the Wiki Tips & Tricks page in the Wiki. (For those familiar with Harvard's Wiki Dashboard please note that the HUBS space is named FSS HUBS.)

The Wiki is replacing the HUBS iSite and will also house all HUBS job aids from Eureka. Users should note the following:

• February 28th is the last day for the HUBS iSite and the last day job aids will be available on Eureka; new user training materials will remain on Eureka
• The HUBS Bulletin is retired and news will now be published as blog posts through the Wiki. Users can "watch" the News page in the Wiki to get blog posts sent to their email. Go to the News page to learn more.

In the Wiki users will find new information like FAQs and a description of the Overnight/Automated processes in HUBS. Also, a User Discussion Board provides a way for users to comment in the Wiki to share tips and tricks with other users. In fact users can comment on all pages and provide direct feedback to the HUBS Team about the what they would like to see in the Wiki, what may need clarification in the Wiki, what was helpful, etc. Users should note that comments entered in the Wiki can be viewed or replied to by everyone; also comments do not replace the Help Desk - users should continue to contact the Help Desk as usual.

The next time you have a HUBS question, log into the Wiki - the answer may be waiting for you.

Send any questions about this article to hubs@harvard.edu.

Status Update: Oracle Release 12 Stabilization Issues

Since the Oracle Release 12 upgrade, issues have been reported to Financial Systems Solutions and the HUIT Help Desk during this stabilization period. Here is the status on the outstanding stabilization issues:

Business Process	Affected Application(s)	Description	Status
Accounting-To-Reporting	General Ledger ADI	ADI journal upload issues: items remain in the interface table, thus eventually import to the GL in error, causing Users to have to reverse out their entries and re-upload	Stabilization Work-in-Progess: work towards a solution is ongoing and will be implemented as soon as it is ready
Procure-To-Pay	General Ledger; CREW Detail Listing Report	Pre-Upgrade created payments that have been voided since the Upgrade cannot be accounted for and are missing from the General ledger. This is resulting in missing entries in the GL and on the Detail Listing report	Stabilization Work-in-Progess: work towards a solution is ongoing and will be implemented as soon as it is ready
Procure-To-Pay	General Ledger	Payments w/ No Accounting. We have identified 22 Payments where the accounting entries linked to Payment are not creating, thus are not in the GL	Critical Fix: issue found after initial stabilization. Work towards a solution has begun and will be implemented as soon as it is ready
Procure-To-Pay	General Ledger	Created Accounting on Payments where the accounted amount is incorrect. We have identified an issue where some Payments that have been accounted for have been accounted incorrectly for the dollar amount	Critical Fix: issue found after initial stabilization. Work towards a solution has begun and will be implemented as soon as it is ready
Procure-To-Pay	General Ledger; CREW Detail Listing Report	AP Payments are not transferring to the General Ledger in Summary, this is resulting in downstream impacts to the Detail Listing report	Stabilization Work-in-Progess: work towards a solution is ongoing and will be implemented as soon as it is ready
Procure-To-Pay	HCOM	HCOM Price and Quantity hold reports is not producing output in certain circumstances were the Invoice line details are not match to the PO line	Solution will be implemented in March 2013 Oracle FINDINI 4.0.1 Release
Procure-To-Pay	Web Reimbursement	Direct Deposit Notifications for multiple emails needs repair	Solution will be implemented in March 2013 Oracle FINDINI 4.0.1 Release

Please send any questions concerning the Oracle Release 12 Update to the HUIT Support Center at 617-496-2001 or via email.

Where to Find Oracle E-Business Suite End User Documentation and Training

The Oracle Release 12 project not only upgraded the applications found within the E-Business Suite but also introduced many new online simulations and new/updated end user training documentation. This article will provide you with the information you need to make the most of these staff training opportunities and will serve as a repository you can consult when trying to answer the question "How do I do that in [system]?"

CWD Guide to Oracle E-Business Suite Training and Documentation

Click on an application to jump to that section of the e-News:

• Accounts Receivable
• Capital Projects Systems (CAPS)
• Chart of Accounts/Chart Security Maintenance Application (CSMA)
• Fedex Application
• General Ledger & ADI
• Harvard Crimson Online Marketplace (HCOM)
• PCard Settlement System
• Sponsored Budget ADI
• Vendor Request Form
• Web Reimbursement

The Center for Workplace Development offers the following training options/end user documentation for Oracle E-Business Suite Applications:

Oracle Application	Instructor-Led Classes (Course Description/Schedule/Register)	Online Simulations	End User Documentation
Accounts Receivable Return to Application List	Using Accounts Receivable	AR Online Simulations Note that full online course is in process; iReceivables and Manual Invoice Creation has been published to date.	AR End User Documentation
Capital Projects Systems (CAPS) Return to Application List	CAPS is available for individual or group training, as needed. Please contact your primary CAPS contact to schedule an appointment.	CAPS Online Simulations	CAPS End User Documentation
Chart of Accounts/Chart Security Maintenance Application (CSMA) Return to Application List	Chart of Accounts; Not available for CSMA	Not Available	Chart of Accounts/CSMA End User Documentation
Fedex Application Return to Application List	Not Available	Not Available	Fedex End User Documentation
General Ledger & ADI Return to Application List	Not Available	Changes to the GL as a result of the Release 12 upgrade are covered in: R12 Accounting Changes Note that full online GL/ADI course is forthcoming (March 2013)	General Ledger/ADI End User Documentation
Harvard Crimson Online Marketplace (HCOM) Return to Application List	HCOM Shopper/Approver Note that Non-Employee Reimbursements is covered in Processing Reimbursements course (see below)	HCOM Shopper HCOM Approver Oracle Release 12 Changes in Disbursements	HCOM End User Documentation
PCard Settlement System Return to Application List	Not Available	PCard Online Training	PCard End User Documentation
Sponsored Budget ADI Return to Application List	Not Available	Sponsored Budget ADI Online Training	Sponsored Budget ADI End User Documentation
Vendor Request Form Return to Application List	Not Available	No online training available; some pieces covered in Oracle Release 12 Changes in Disbursements	Vendor Request Form End User Documentation
Web Reimbursement Return to Application List	Processing Reimbursements Note that course covers both employee and non-employee reimbursements.	Processing Reimbursements Online Training Covers both employee and non-employee reimbursement processes. Also available: Travel Policy Online Course.	Web Reimbursement End User Documentation

Questions concerning Oracle E-Business Suite training/documentation should be directed to the Oracle Release 12 Upgrade mailbox.

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 next FINDINI is tentatively scheduled for the weekend of March 22-25, 2013. Details will be included in an upcoming e-News.

The Oracle Financial Applications are:

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. Types of HR CREW reports include HR operational, affirmative action, benefits, compensation, costing, earnings, job, pension, service credit, security and training reports.

The next CREW FIN release is tentatively scheduled for March 22-25, 2013. Details will be included in an upcoming e-News.

HR (PeopleSoft) and CREW HR Release 35

The next PeopleSoft Release (HR 35) is tentatively scheduled for May 17-20, 2013. Details will be included in an upcoming e-News.

The CREW HR 35.0 Release is tentatively scheduled for May 17-20, 2013. Details will be included in an upcoming e-News.

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
9.01	1/18/13

Sponsored Systems Releases

• GMAS release (1_33) was deployed over the weekend of December 17, 2012. Please see the December 2012 e-News for more information.

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 2.2 was released November 5, 2012. Please see the October 2012 e-News for more information.

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.