Schedule Announced for FY2013 Financial Closings

Overview

Harvard's fiscal year 2013 will end on Sunday, June 30, 2013. As in the past, the University will close the books through a series of steps called "closings."

Please note this year's closing dates: The first closing will take place on Friday, July 5 The second closing on Friday, July 12 The third closing on Friday, July 19

In the paragraphs that follow, you will find closing deadlines and submission information for the following financial transactions (click on a transaction to jump to that section of the e-News):

• Accounts Payable
• Petty Cash Fund Settlement
• Vendor Setup, Maintenance & Reactivation
• Credit Vouchers (Cash Receipts)
• Credit Vouchers (Validated Deposit Slips)
• Massachusetts Taxable Sales Deposits
• Foreign Check Deposits on Credit Vouchers
• Voided Checks
• Stopped Checks
• Escheat Checks
• Foreign Currency Drafts and Wires
• U.S. Wire Transfers
• ACH Payments (Benefits/Tax)
• Purchasing Card Sweeps
• Web Reimbursement Travel Authorization Forms (WR-TAFs)
• Web Reimbursement Reports
• Web Reimbursement Reports with Advance Settlements
• Central Accounts Receivable Billings
• Journal Entries
• Interdepartmental Billings
• Cost Transfer Requests on Sponsored Funds
• Chart of Accounts Maintenance Requests
• CAPS deadlines

Note the journal entries deadlines this year. In order to allow the tubs more time to process manual journal entries on the day of the closings, the manual JV entry deadline will be 2:00 p.m. On Friday, July 5, Friday, July 12 and Friday, July 19, the days of the first, second and third closes, any journals entered into the General Ledger by 2:00 p.m. will be included in that close and will be available in the HDW the next day.

In addition, in order to provide the tubs with more timely information during the FY2013 year end, there will be two additional data refreshes to the Data Warehouse (HDW) on Sunday night, July 7 after the first close and on Sunday night, July 14 after the second close. This means that June journals entered after the deadline on the day of the close and before 6:30 p.m. on Sunday night will be posted and reflected in the HDW on Monday morning. Note that there will not be a data refresh on Sunday, July 21 after the third close. Any regular invoice batches and invoice imports that have been processed by the Accounts Payable department from Friday through Sunday after the first close will also be uploaded on Sunday evening and reflected in the HDW on Monday morning.

The deadlines provided are the last allowable dates to submit transactions.

These are the FAD (Central Financial Administration) deadlines. Since some departments have internal deadlines that may be earlier than these, you should check with your local financial office to obtain any departmentally defined deadlines.

Reporting tips are also included in this e-News. We expect exceptional reporting demands during the year-end closings. Following our suggestions on reporting will reduce the time required to run your reports.

Transaction Type	Closing Deadlines and Submission Information
Accounts Payable	A mail drop-off box will be located in Room 744 in Holyoke Center. Any items received at 1033 Massachusetts Avenue or deposited into the drop-off box by the deadlines listed below will be processed for FY2013. All invoices received by the Accounts Payable office either at 1033 Massachusetts Avenue or at the drop-off box in Room 744 in Holyoke Center by 5 p.m. on Friday, June 28 (with the exception of special handling requests; see note below) will be processed in FY2013. Note that any invoices placed on hold will not post to the G/L. A significant exception relates to foreign currency drafts and wires and US wire transfers (see the Foreign currency drafts and wires and the U.S. wire transfers sections for these earlier deadlines). Invoices received between Monday, July 1, and Friday, July 5 at 5 p.m. will be processed as part of FY2013. All invoices for FY2014 (with the exception of Special Handling,) should be held, and submitted to Accounts Payable after close of business on Friday, July 5, to be processed in FY2014. If you purchase items late in the fiscal year that you want charged in FY2013, be sure to request immediate billing from vendors so that you can meet these deadlines. Special handling requests that need to be expensed in FY2013 must be received at 1033 Massachusetts Avenue, 2nd Floor by 5 p.m. on Wednesday, June 26. Special handling requests received after 5 p.m. on June 26 cannot be expensed to FY2013. If the special handling request is for an FY2013 expense you will need to accrue the item. For information on accruals, please contact your tub financial office. Return to top
Petty Cash Fund Settlement	If you maintain a departmental petty cash fund, you must submit your final FY2013 petty cash log for replenishment to University Financial Services (UFS) by 5 p.m. on Friday, June 21. All petty cash accounts should be reconciled and expenses recorded to the fiscal year in which the expense occurred. You may deliver the replenishment log to University Financial Services directly at 1033 Massachusetts Avenue, 2nd flood or via the drop-off box in Room 744 in Holyoke Center. Return to top
Vendor Setup, Maintenance & Reactivation	Vendors that need to be set up or for changes to existing vendors, the on-line vendor form must be approved in Oracle by 5 p.m. on Friday, June 28. Return to top
Credit Vouchers (Cash Receipts)	The Cash Receipts Office, 1033 Massachusetts Avenue Mezzanine, will accept credit vouchers accompanied by cash or checks until 5 p.m. on Tuesday, June 25. Return to top
Credit Vouchers (Validated Deposit Slips)	For bank deposits made through Friday, June 14, the credit voucher accompanied by a validated bank receipt must be delivered to the Cash Receipts Office, 1033 Massachusetts Avenue, Mezzanine, no later than 5 p.m. on Monday, June 17. In order to allow for sufficient processing time in FY2013, the paperwork for all deposits made from June 17 through June 27 must be delivered on a daily basis to Cash Receipts. Deposit forms and validated bank deposit tickets for deposits made on June 28 must be delivered to Cash Receipts by 12 p.m. on Monday, July 1 in order for the income to be recognized in FY2013. Return to top
Massachusetts Taxable Sales Deposits	All Massachusetts Taxable Sales forms with a validated bank deposit ticket for deposits made through Friday, June 14 must be delivered to Cash Receipts, 1033 Massachusetts Avenue Mezzanine, by 5 p.m. Monday, June 17. In order to allow for sufficient processing time in FY2013, the paperwork for all deposits made from June 17 through June 27 must be delivered on a daily basis to Cash Receipts. Deposit forms and validated bank deposit tickets for deposits made on June 28 must be delivered to Cash Receipts by 12 p.m. on Monday, July 1 in order to recognize the income in FY2013. Return to top
Foreign Check Deposits on Credit Vouchers	Credit vouchers accompanied by foreign checks that need to be sent to the bank for collection should be submitted to the Cash Receipts Office, 1033 Massachusetts Avenue Mezzanine, by 5 p.m. Friday, May 31. Because each bank and country's collection times and processes are different, we cannot guarantee that we will receive credit from the bank for these checks before June 30. The University has an agreement with Bank of America to receive provisional credit on most common foreign currencies, and the May 31 deadline may be your best opportunity to collect these funds and recognize the income in FY2013. Cash Receipts will continue to deposit all foreign currency checks throughout the month as they are received but cannot guarantee collection for this fiscal year. It is extremely important that you deposit these checks with Cash Receipt immediately upon receiving them. Return to top
Voided Checks	All checks that need to be voided and re-deposited must be received by Accounts Payable, 1033 Massachusetts Avenue, 2nd Floor, by 5 p.m. Friday, June 21 in order for the credit to be included in FY2013. Return to top
Stopped Checks	All checks that need to be stopped and re-deposited must be received by Accounts Payable, 1033 Massachusetts Avenue, 2nd Floor, by 5 p.m. Friday, June 21 in order for the credit to be included in FY2013. Return to top
Escheat Checks	Accounts Payable, 1033 Massachusetts Avenue, 2nd Floor, must receive all checks that need to be re-deposited by 5 p.m. on Friday, June 14 in order for the credit to be included in FY2013. Return to top
Foreign Currency Drafts and Wires	Accounts Payable will process one last batch of foreign currency drafts and wires on Thursday, June 27. These expenses will be included in FY2013. Requests for payments to be made in a foreign currency must be entered and approved online and the related invoices received by Accounts Payable, 1033 Massachusetts Avenue, 2nd Floor, no later than Tuesday, June 25 at noon. Note: These invoices must have a bank draft authorization form or a wire transfer authorization form attached to the front of the invoice. Return to top
U.S. Wire Transfers	Requests for payments to be wire transferred must be entered and approved online, with related invoices received by Accounts Payable, 1033 Massachusetts Avenue, 2nd Floor, no later than Wednesday, June 26 at noon. Note: These invoices must have a wire transfer authorization form attached to the front of the invoice. Return to top
ACH Payments (Benefits/Tax)	Requests for payments via ACH must be entered and approved online, with related invoices received by Accounts Payable, 1033 Massachusetts Avenue, 2nd Floor, no later than Tuesday, June 25 at noon. Note: These invoices must have an ACH transfer authorization form attached to the front of the invoice. Return to top
Purchasing Card Sweeps	In order to ensure that as many current PCard transactions as possible are swept in this fiscal year, the PCard sweeps originally scheduled for June 27 , July 4, and July 11 will all be moved. The originally scheduled June 27 sweep will be moved to Wednesday, June 26 at 3 p.m. This sweep will contain PCard transactions loaded into the settlement system between June 7 and June 13. The originally scheduled July 4 sweep will be moved to Thursday, June 27 at 3 p.m. This sweep will contain PCard transactions loaded into the settlement system between June 14 and June 20. The originally scheduled July 11 sweep will be moved to Wednesday, July 3 at 3 p.m. This sweep will be booked into FY2013 and will contain PCard transactions loaded into the settlement system between June 21 and June 27. Please note that the date for transactions loaded into the settlement system is not the same as the transaction date. There is no way to determine a final day on which users can make PCard purchases and assure that those transactions will be swept in FY2013 since timing is dependent on vendors and other factors. Return to top
Web Reimbursement Travel Authorization Forms (WR-TAFs)	WR-TAFs must be approved and ticketed by 5 p.m. on Friday, June 14 to be included in FY2013. Return to top
Web Reimbursement Reports	All employee reimbursement reports, including Citi Direct Pay, must reach the Reimbursements and Card Services at 1033 Massachusetts Avenue, 2nd Floor or the drop-off box at Room 744 in Holyoke Center by 5 p.m. Friday, June 28th to be included in FY2013. All Non-Employee Reimbursments processed through HCOM (NRs) must reach the Reimbursements and Card Services at 1033 Massachusetts Avenue, 2nd Floor or the drop-off box at Room 744 in Holyoke Center by 5 p.m. Friday, July 5th to be included in FY2013. Return to top
Web Reimbursement Reports with Advance Settlements	Web Reimbursement reports with advance settlements, when accompanied by unused funds (checks), will be accepted by the Reimbursements and Card Services at 1033 Massachusetts Avenue, 2nd Floor or the drop-off box in Room 744 Holyoke Center until 5 p.m. on Friday, June 21. Advance settlements for zero balance or amounts due to the traveler will be accepted at either location until 5 p.m. on Friday, June 28th. Return to top
Central Accounts Receivable Billing	Central Accounts Receivable will close FY2013 on Wednesday, July 10, at 5 p.m. The cut-off date for customer set up is Friday, July 5, at 5:00 p.m. AR feeds, invoices and credit memos processed by the tubs to be included in FY2013 need to be entered into the Oracle AR system by 5 p.m. on Wednesday, July 10. From July 1 to July 10, the GL date in Oracle AR will automatically default to the July (FY2014) date. In order for transactions to be included in FY2013 during this time, users will have to enter the date of June 30, 2013 to override the default date. This process applies to invoices and credit memos entered both manually and via feeds. Please note that receivables for goods or services provided in FY2013 should be entered in the period of JUNE 2013, and not July, consistent with GAAP (Generally Accepted Accounting Principles). Central AR will accept invoice and credit memo templates that AR enters on behalf of local units until 5 p.m. on Friday, July 5. Return to top

Journal Entries

Closing	Journal Data Entry Deadline	GL Feed Deadline
First	Friday, July 5, 2 p.m.	Wednesday, July 3, 5 p.m.
Second	Friday, July 12, 2 p.m.	Thursday, July 11, 5 p.m.
Third	Friday, July 19, 2 p.m.	Thursday, July 18, 5 p.m.
Daily input deadline: Monday - Thursday, 6:30 p.m.

Please keep in mind the following:

• The University is closed on Thursday, July 4 for the holiday. Therefore, there will be no journal vouchers posted to the General Ledger or recorded in the Data Warehouse on that day. Rather these journals will be posted to the General Ledger as part of the 1st close process on Friday, July 5 and will be in the HDW on Saturday, July 6.
• Any June journals entered on Friday, July 5 after 2 p.m. and before 6:30 p.m. on Sunday, July 7 will be posted to the GL on Sunday night and available in the HDW on Monday, July 8.
• Any June journals entered on Friday, July 12 after 2 p.m. and before 6:30 p.m. on Sunday, July 14 will be posted to the GL on Sunday night, July 14 and available in the HDW on Monday, July 15.
• Any June journals entered after the third close deadline of 2 p.m. on Friday, July 19 will be deleted.
• Be careful to select the proper period (JUN-13 or JUL-13) when you are entering a journal. Beginning July 1, the default period will be JUL-13 (FY2014). If you want to post a journal to FY2013 during July 2013 you will need to select JUN-13 as the proper period.
• Entries must not be processed to another tub after the second closing without authorization from the financial office of the tub being charged. Individuals processing journals have personal responsibility to ensure they follow this requirement.
• A journal should only be reversed by the person who created the journal, or with the permission of that person.

NOTE: Based upon departmental activity and the reports you run through the month of May, please make any necessary adjustments as early in June as possible.

Interdepartmental billings

• All interdepartmental billings, whether entered manually or via a feed to the General Ledger, must be processed by the end of the second closing. (GL billing feeds are generally submitted by service centers like HUIT and UOS.) An interdepartmental billing journal may be processed in the third closing only if permission has been obtained from the financial office of the tub being charged.
• Interdepartmental billings should provide a name and contact number on the journal for questions or concerns the tub being billed may have.

Cost transfer requests

Closing	Submission Deadline to OSP
First	Tuesday, July 2, 10 a.m.
Second	Tuesday, July 9, 10 a.m.
Third	Tuesday, July 16, 10 a.m.

• These dates apply to ALL requests for cost transfers to federally sponsored funds (funds in the range from 100000-199999). Note that these requests may require supporting documentation.
• Cost transfer requests should be submitted directly to OSP. OSP will review the request and any necessary documentation for appropriateness. OSP will enter cost transfer journals for departments during the year-end closing process, if necessary, due to school specific closing deadlines.

Chart of Accounts Maintenance Requests

Disable Requests:
June 7 (MAY-13 close) is the last date that values will be disabled in FY2013. Any CSMA requests not successfully disabled on June 7 will be held until the final JUL-13 close on Friday, August 23.

Requests to disable CoA values that require approval should be submitted through CSMA before 5 p.m. on Friday, May 17. Disable requests that do not require approval should be submitted through CSMA before 10 a.m. on Wednesday, June 5.

Funds and subactivities with the status of "Ready to be disabled" in GMAS will be sent to CSMA on May 31 for processing on June 4. This is the last time sponsored funds and subactivities will be sent to CSMA to be disabled in FY2013. The next time "Ready to be disabled" sponsored values will be sent to CSMA is September 1.

Add / Modify / Re-enable Requests:
Requests to add, modify, or re-enable CoA values submitted through CSMA will be processed according to the normal daily schedule (7 a.m. - 5 p.m., Monday - Friday) throughout year-end. CSMA requestors wishing to specifically designate for the JUN-13 period any CoA changes entered from July 1 through August 7 (the date of the 1st July close) should enter 30-JUN-2013 as the effective date for their request.

GMAS will continue to send Add/Modify requests as usual during year-end. Requests to re-enable a sponsored fund or subactivity should be sent to the OSP Team Manager as usual.

Fiscal Year-End Reporting Guidance & Tips; HUBS Actuals Updates Following Scheduled Year-End Close Dates

Fiscal Year 2013 Close Dates	Detail Listing Report Periods: Show Transactions "Between Dates"	CREW Scheduled YE Closes "Event" Kick-off Date	Actuals Available in HUBS
First Close	Fiscal June entries from June 1 through July 5	Saturday, July 6	Monday, July 8
Second Close	Fiscal June entries from July 6 through July 12	Saturday, July 13	Monday, July 15
Third Close	Fiscal June entries from July 13 through July 19	Saturday, July 20	Monday, July 22
Fourth Close	Fiscal June entries from July 20 through July 26	Saturday, July 27	Monday, July 29
Fifth Close	Fiscal June entries from July 27 through Aug 2	Saturday, August 3	Tuesday, August 6

Every year-end we experience exceptional reporting demands during the closings. Following these suggestions on reporting will reduce the time required to run your reports.

• Use the Detail Listings "close" dates to limit to the specific transactions that occurred in each close. Choose the specific close (First Close, Second Close, etc.) from the report period pick list. Note that the start and end dates populated for these periods will display July dates. For these closing periods only, these dates refer to the actual entry dates of fiscal month June entries. It is strongly recommended that you take advantage of using the close dates to narrow the scope of your data rather than capturing all of the Prior Fiscal Year data throughout the close periods.
• IMPORTANT NOTE: Fiscal Year 2013 close dates will not be displayed in the Detail Listings report period names until July 1. On July 1, these dates automatically update to the FY2013 dates. This does NOT preclude setting up and scheduling reports in advance. The FY2013 dates will automatically repopulate all scheduled reports.
• Schedule your closing reports to run on the Year-End "Event" dates.
• Enter all of the chart segment parameters you can for a given report request to increase performance for yourself and the whole University. Never use your security view to filter your data. For example, let's say a user wants to see amounts for a range of objects within the tub and org for which they have a view. Because of their view limitation, the user will get the same result whether tub and org are entered as parameters or not. However, not including tub and org will make the query take much longer to run, tying up system resources and slowing things down for all report users.
• Only use transaction reports like the Detailed Listing when you really need to see the transaction line detail. Summary-level balances can be retrieved in reports such as the Summary Actuals Listing report, Fund Summary report, Fund, Gift, & Unrestricted Unexpended Balance report, and the Budget Variance report.
• Preserve server disk space by deleting unneeded reports instead of waiting for them to purge. (Note: Report requests are systematically purged after seven days.) This is especially important if you have report output that you know is large.
• Keep in mind that, as of July 1, the Current Fiscal Year to Date option will reflect FY2014. To retrieve FY2013 year-to-date transactions, select the Prior Fiscal Year date period from the period pick list.

CAPS Fiscal Year End 2013 Deadlines

To ensure that all necessary approvals are in place and all accounting entries are completed in time, appropriate CAPS forms must be submitted to Central Administration by your School/Unit's Authorized Requestor through the CAPS automated system by the dates set forth below.

• Friday, May 10th - Completed Project Proposals (PPs) and Construction Authorizations (CAs)
• Monday, June 10th (12 p.m.) - Completed Construction Close Requests (CCRs)

Forms submitted by the specified dates will be processed in FY2013; forms submitted after the deadline will be held in a queue and processed in FY2014 when the CAPS system re-opens for approval on Monday, July 1, 2013.

Summary Schedule for FY2013 Transactions and Reporting

This is the summary schedule for all FY2013 transactions and reporting. Please click on the Print button found at the bottom of this article if you wish to print a version for quick reference.

Date	Time	Event
Fri., May 10	5 p.m.	Completed FY13 project proposals and construction authorizations processed in CAPS
Fri., May 17	5 p.m.	CoA values to be disabled that require approval submitted through CSMA
Fri., May 31	5 p.m.	•   Funds and sub activities with status "Ready to be disabled" in GMAS sent to CSMA for processing •   Credit vouchers with foreign checks to Cash Receipts
Wed., June 5	10 a.m.	CoA values to be disabled that do not require approval submitted through CSMA
Mon., June 10	12 p.m.	Completed FY2013 construction close requests processed in CAPS
Fri., June 14	5 p.m.	•   Web Reimbursement Travel Authorization forms (WR-TAFs) approved and ticketed by tubs •   Escheat checks to be re-deposited to Accounts Payable
Mon., June 17	5 p.m.	•   Credit vouchers with validated deposit slips for deposits made through June 14 to Cash Receipts •   Mass. Taxable Sales Deposit forms for deposits made through June 14 to Cash Receipts
Fri., June 21	5 p.m.	•   Voided and re-deposited checks to Accounts Payable •   Petty cash logs for settlement to Accounts Payable •   Stopped and re-deposited checks to Accounts Payable •   Web Reimbursement reports with advance settlements accompanied by checks to Reimbursements & Card Services
Tues., June 25	12 p.m.	•   Requests for payments to be made in a foreign currency entered and approved by tub with related invoices to Accounts Payable •   Requests for payments via ACH entered and approved online in HCOM with related invoices to Accounts Payable
	5 p.m.	Credit vouchers accompanied by cash or checks to Cash Receipts
Wed., June 26	12 p.m.	US wire transfers: Payment Requests entered and approved by tubs; related invoices to Accounts Payable
	3 p.m.	PCard sweep for transactions loaded between June 7 and June 13
	5 p.m.	AP special handling requests for Accounts Payable
Thurs, June 27	3 p.m.	PCard system sweep for transactions loaded between June 14 and June 20
Fri., June 28	5 p.m.	•   Vendor Request Form for new vendors or for changes to existing ones approved in Oracle •   Web Reimbursement Reports with related receipts to Reimbursement & Card Services •   Web Reimbursement reports with advance settlements for zero balance or cash due to traveler to Reimbursement & Card Services
Mon., July 1	12 p.m.	•   Credit vouchers with valid deposit slips for 6/28 to Cash Receipts •   Massachusetts Taxable Sales Deposit forms for 6/28 to Cash Receipts
Tues., July 2	10 a.m.	First closing sponsored funds Cost Transfer requests to OSP
Wed., July 3	3 p.m.	PCard system final FY2013 sweep for transactions between June 21 and June 27
	5 p.m.	First closing General Ledger feed deadline
Fri., July 5	2 p.m.	First closing manual journal entry deadline (including interdepartmental billing JVs)
	5 p.m.	•   Cut-off date for customer set-up with Central Accounts receivable billing •   Final invoices to be processed in FY2013 entered and approved by tubs; related invoices to Accounts Payable •   Non-Employee Reimbursements (NRs) to be processed in FY2013 entered and approved by tubs; related receipts to Reimbursements and Card Services •   Templates for AR invoices and credit memos to be entered by Accounts Receivable to Central AR
Sat., July 6	9 a.m.	Data Warehouse updated for first closing results
Mon., July 8	8 a.m.	Actuals Data June 1-July 5 available in HUBS
Tues., July 9	10 a.m.	Second closing sponsored funds Cost Transfer requests to OSP
Wed., July 10	5 p.m.	•   Central AR feeds entered into the AR system •   AR invoices and credit memos entered by tubs into the AR system
Thurs., July 11	5 p.m.	Second closing General Ledger feed deadline
Fri., July 12	2 p.m.	Second closing manual journal entry deadline (including interdepartmental billing JVs)
Sat., July 13	9 a.m.	Data Warehouse updated for second closing results
Mon., July 15	8 a.m.	Actuals data July 6-12 available in HUBS
Tues., July 16	10 a.m.	Third closing sponsored funds Cost Transfer requests to OSP
Thurs., July 18	5 p.m.	Third closing General Ledger feed deadline
Fri., July 19	2 p.m.	Third closing manual journal entry deadline
Sat., July 20	9 a.m.	Data Warehouse updated for third closing results
Mon., July 22	8 a.m.	Actuals data July 13-19 available in HUBS
Sat., July 27	9 a.m.	Data Warehouse updated for fourth closing results
Mon., July 29	8 a.m.	Actuals data July 20-26 available in HUBS
Sat., Aug 3	9 a.m.	Data Warehouse updated for fifth closing results
Tues., Aug. 6	8 a.m.	Actuals data July 27-Aug 2 available in HUBS

Whom to Call List for Closings

Please click on the Print button found at the bottom of this article if you wish to print a version for quick reference.

For questions relating to ...	Please contact:
Transaction	Office	Location	Phone
Accounts Payable	Accounts Payable	1033 Massachusetts Avenue, 2nd floor	5-8500 option 1
Credit vouchers	Cash Receipts	1033 Massachusetts Avenue, Mezzanine	6-8332
Check voids / re-deposits	Accounts Payable	1033 Massachusetts Avenue, 2nd floor	5-4175
Wires and drafts	Accounts Payable	1033 Massachusetts Avenue, 2nd floor	6-3018
PCard transactions	Reimbursements & Card Services	1033 Massachusetts Avenue, 2nd floor	5-8500 option 6
Travel authorization forms	Reimbursements & Card Services	1033 Massachusetts Avenue, 2nd floor	5-8500 option 7
Web Reimbursement reports	Reimbursements & Card Services	1033 Massachusetts Avenue, 2nd floor	5-8500 option 7
AR invoices	Accounts Receivable	1033 Massachusetts Avenue, 2nd floor	5-3787
Journal vouchers	Financial Accounting and Reporting	1033 Massachusetts Avenue, 3rd floor	6-3375
Cost transfers - sponsored funds	Sponsored Research	Holyoke 617	6-2513

Updates to University Financial Services phone tree 617 495-8500, Effective 4/22/13

Based on feedback UFS has received externally and internally adjustments have been made to the phone tree to better support our customer's needs. Please continue to provide us regular feedback so we may continue to improve our services. We ask that you utilize the main customer service line 617-495-8500 and departmental emails to contact us rather than contacting individuals directly.

The following changes will be in place when someone calls 617-495-8500:

• The CallBack request feature will be turned off, the voicemail feature will remain in place. We encourage callers to leave a message during business hours if all Customer Service Representatives are busy assisting other customers.
• Hours of the Front Desk at 1033 Mass Ave, 9-12 and 1-4 Monday through Friday has been added to UFS Location and Hours (Option 8)
• Addition of "P" to Card Services, PCard Services to better differentiate between the Corporate Card (option 7) and the PCard (option 6)

Below find a list of the contacts for the Customer Relations Teams within University Financial Services

UFS CUSTOMER SERVICE PHONE NO./UFS CRT AREA	617-495-8500 (Phone) Menu Option	EMAIL ADDRESS
Accounts Payable	1	ap_customerservice@harvard.edu
Vendor Set Up	3	vendorsetup_ufs@harvard.edu
Payroll	4	ufs_crt@harvard.edu
Nonresident Alien Tax Compliance	5	nratax_ufs@harvard.edu
PCard	6	pcard@harvard.edu

University Financial Services
1033 Massachusetts Ave, 2nd floor
Front Desk hours 9-12 & 1-4

Reminder about the Costing Copy Process

This year's costing copy process will run on Sunday, June 9th to insert the new FY 2014 costing rows. The FY 2014 costing rows will be inserted with a 07/01/2013 effective date. For tubs/units, this means:

• Existing Employees
• Any changes to an employee's costing occurring between June 9th and June 30th will need to be entered on both the employee's FY 2013 and FY2014 costing row. Make sure to choose the Override Future Costing radio button in the Job Data Change form to ensure the FY 2014 row is updated. If you fail to update the employee's FY 2014 costing it will reflect what was copied on June 9th.





• New Hires, Rehires & Transfers
• For any new hires, rehires and transfers being processed with an effective date between June 9th and June 30th, you will need to add their FY2014 costing as only the FY2013 row will be created via the hire process. Failing to add the FY2014 costing will result in the employee's costing getting charged to the department-level costing starting on 07/01/2013. To add the FY2014 row, you can:
• Use the Costing Upload process - indicate FY2014 in the Excel spreadsheet
• Use the Job Data Change form with an effective date of 07/01/2013 - this will automatically create a costing row for FY2014

For more information, please visit Eureka Harvard Processes section.

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 June 14-16, 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 June 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
9.05	5/18/13

Sponsored Systems Releases

• GMAS release (1_34) was deployed over the weekend of April 13-14, 2013. Please see the April 2013 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 will be upgrading to Version 11.1.2.2 of Oracle Hyperion Planning on June 1, 2013. Please see the April 2013 e-News for preliminary 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.

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