Summary of the Changes to the New USCIS I-9 Form

The I-9 Form, completed by employers to document verification of the identity and employment authorization of each new employee (both citizen and noncitizen) hired after November 6, 1986 to work in the United States, has been revised by the United States Citizenship and Immigration Services Office (USCIS). Schools and Units should begin using this form immediately. Links to the new I-9 are available on Eureka and ABLE. You can download the new form by clicking here.

For I-9 forms in transition (paperwork in process), Central Payroll will continue to accept the older I-9 form (Rev 08/07/09) up until May 7, 2013. After that date, any forms sent in the older format (Rev. 08/07/09) will be returned to the school/unit.

So What's Changed on the Form?

The most significant change to the form is that it is now two pages instead of one, which allows more space in Sections 1 and 2 to list documentation. Section by section, here are the changes you should be aware of:

Section 1

Section 2

Section 3

As with the prior version of this form, Harvard does not use this section. If an employee is presenting new visa documentation or you are rehiring an employee, you must always complete a new I-9 form.

Need Help?

A new section in Eureka has been created as a resource for those employees who perform I-9 verifications. The USCIS also provides an in-depth handbook on the I-9 form.

• To see examples in Eureka of completed I-9 forms of various visa types, click here.
• To download the USCIS I-9 Handbook, click here.

CREW, Interactive Reporting, OBI and Ad Hoc Environments Outage Information for DWF_4.0.1

Here is the outage information for the CREW, Interactive Reporting, OBI and Ad Hoc environments during the CREW FIN DWF_4.0.1 release, for Friday, 3/22/13, 8:00pm through Sunday, 3/24/13, noon :

• CREW application (both Financials and HR) will be unavailable for duration of the outage window.
• DWCENPRD database will be unavailable for ad-hoc and export users for duration of the outage window.
• Interactive Reporting Portal will be unavailable on Friday, 3/22/13, 8:00pm through Saturday, 3/23/13, 2:00pm.
• Financial data load will be cancelled, while HR data load will run on Friday night, 3/22/13. Special financial data load will be scheduled for Saturday night, 3/23/13.

If you have questions or need assistance, please contact the HUIT Helpdesk at 617-496-2001 or via email.

Human Resources Reporting News - March 2013

New Report and Report Enhancements

NEW Report

HRJOBDP242 - Departmental - Action Report (No Comp)

This report allows users to view actions processed in PeopleSoft for any employee working in, or having worked in the department(s) selected as of the date entered. This report shows all employees who were active regardless of which department currently owns the empl rcd.

Required roles:
HDW^PUB^TUB^Reports User
HDW^HRUNV^TUB^Job No Comp

Enhanced Parameter

HRJOBDP005 - Departmental - Action Report
The Employment Status Parameter has been updated to reflect at the employee's Current Employment Status rather than their employment status at the time of the action. This change allows for more dynamic reporting on actions and will allow users to answer business questions such as "Which employees were hired in the past year who have since terminated?"

The new HRJOBDP242 - Departmental Action Report (No Comp) also uses the Current Employment Status parameter.

If you have any questions or concerns, please contact the HUIT Helpdesk at 496-2001 or via email.

Thank you,
Human Resources Analytics and Reporting

Oracle Applications Desktop Integrator (ADI) 64-bit Issue

Oracle ADI is used for uploading sponsored budget journals and actuals journals into the General Ledger. Oracle ADI does not work with MS Office Excel 64-bit version and will generate an error if used. It is recommended that if you need to use ADI, your version of MS Office Excel should be the 32-bit version. Operating Systems can be 32 or 64-bit.

Status Update: Oracle Release 12 Stabilization Issues

Here is the latest 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. This is a sporadic issue encountered by a few users.	Stabilization Work-in-Progress: 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	Fix received and implemented. All void payments are now accounted for in the GL and the Detail Listing report
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	Manually correcting as items are found. Critical Fix: issue found after initial stabilization. Work towards a solution is ongoing and will be implemented as soon as it is ready
Procure-To-Pay	General Ledger	Created Accounting on Payments: We have identified an issue where a very few payments that have been accounted for have been accounted incorrectly in 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	AP Payments are transferring to the General Ledger in Detail	Stabilization Work-in-Progress: 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	Fix received and implemented.
Procure-To-Pay	Web Reimbursement	Direct Deposit Notifications for multiple emails needs repair	Solution will be implemented in April 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.

Administrative Application Training Tip of the Month: HCOM: Adding Additional Lines to a Non-Catalog or Payment Request Requisition

The Center for Workplace Development is pleased to announce this new feature of e-News, which will provide a tip each month for a different admininstrative application. Want to share a quick tip with your colleagues, or want to ask for a tip to be publised about your favorite application? Contact the Oracle mailbox.

This Month's Tip: HCOM: How to Add Additional Lines to a Non-Catalog or Payment Request Requisition

When creating a Non-Catalog Request a line is added by typing information in the Item Description field. When creating a Payment Request, a line is added by typing information into the Business Purpose field. Many people do not realize that it is possible to add more than one line to each of these types of HCOM requests.

Adding a Line to a Non-Catalog Request

The solution: simply replace the information in the Item Description field, change quantity and price if necessary, and then click Add to Cart.

1. Add first line to Shopping Cart:

2. Replace Item Description with second item, edit Quantity and Unit Price fields as needed, and click Add to Cart. The item will appear in the shopping cart:

Adding a Line to a Payment Request

The solution: simply replace the information in the Business Purpose field, change price as necessary, and then click Add to Cart.

1. Add first line to Shopping Cart:

2. Replace Business Purpose with second item, Price field as needed, and click Add to Cart. The item will appear in the shopping cart:

Additional Help

Please see the Non-Catalog Request Quick Reference and the Payment Request Quick Reference on Eureka for complete information on how to create these types of Requisitions in HCOM. As always, please send support questions to the HUIT Support Center at 617-496-2001, or via email.

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 scheduled for the weekend of April 19-22, 2013. This release will include a JDK update to version 1.6.0_43. Additional details on the release 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 scheduled for March 22-25, 2013. Please see article 2 for more information.

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
9.03	3/23/13

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.