2021/2022 Winter Recess Schedule

December 2, 2021

The University will be in recess from Monday, December 20, 2021 until Monday, January 3, 2022. Financial and Sponsored systems will be available during winter recess; however, transactions will not be posted to the General Ledger or refreshed into HART and the Financial Data Warehouse, and the HUIT Support Center (617-495-7777) and FAD staff will be unavailable.

The following table lists the special processing deadlines, cutoff dates, and system and support availability, leading up to and throughout the winter recess.

Department and Systems 2021-2022 Winter Recess Schedule

Accounts Payable

Contact:
AP Customer Service
Phone: 5-8500 (option 1)
Email: AP_CustomerService@harvard.edu

 

Supplier Onboarding
Phone: Phone: 5-8500 (option 3)
Email: AP_SupplierOnboarding@harvard.edu

Invoice Deadline

  • Invoices that must be paid in December 2021 (prior to winter recess) must reach AP Monday December 13th by 5PM
  • PR/NR-related invoices must be approved in B2P by December 13th
  • Last payment run Friday December 17th
  • Invoices received after this time will be processed in January 2022
  • Reminder: PR-related invoices are automatically sent to AP

Special Handling Checks

  • Approve associated requisitions in B2P by 5PM on Wednesday, December 8th
  • Last Special Handling check run on December 9th
  • Available for distribution December 13th
  • Contact AP_CustomerService@harvard.edu for special circumstances

Supplier Onboarding

  • Requests/registrations must be submitted on Monday, December 6th by 5PM

Cash Management

Contact:
Checks
Frank Bilodeau at   checkinquiryform@harvard.edu

 

USD & FX Wires
Joe Mendes and Ellen Kelly at otm_wiretransferinquiry@harvard.edu

Voided Checks: All checks that need to be voided and re-deposited must be received by Frank Bilodeau/Cash Management via email no later than noon on Friday, December 10th, 2021 for the credit to be posted in December 2021.

USD and FX Wires: B2P payments to be made by USD/FX wire must be entered and approved by the tub no later than 5:00 pm on Friday, December 10th, 2021.

Cash Receipts

Contact:
Cash Receipts
Email: cash_receipts@harvard.edu

Domestic Checks: Domestic check deposits must be received via USPS or University Mail no later than 5:00 pm on Wednesday, December 15th to Cash Receipts, 1033 Mass Ave, 2nd floor in order to be posted in December 2021.

Foreign Checks: Foreign checks received by Wednesday, December 15th will be sent to collections prior to the holiday break with credit applied as it is received from the bank.

Departmental: All items deposited at the bank through Tuesday, December 14th must have associated Credit Voucher(s) and Validated Deposit ticket(s) submitted to Cash Receipts via email no later than 5:00 pm on Wednesday, December 15th in order to be posted for December 2021. Offices open for business December 16-31 must have associated Credit Voucher(s) and Validated Deposit ticket(s) submitted to Cash Receipts no later than 5:00 pm on Monday, January 3rd, 2022 in order to be posted in December 2021.

MA Taxable: All items deposited at the bank through Tuesday, December 14th must have associated Deposit Form(s) submitted to Cash Receipts via email no later than 5:00 pm on Wednesday, December 15th in order to be posted for December 2021. Offices open for business December 16-31 must have associated Deposit Form(s) submitted to Cash Receipts no later than 5:00 pm on Monday, January 3rd, 2022 in order to be posted in December 2021.

Central Accounts Receivable

Contact:
AR Customer Service
Phone: 5-3787

Manually entered invoices completed in Oracle AR before 4:30 p.m. on Tuesday, December 14, 2021 will be posted and distributed prior to the winter recess. Manually entered invoices completed during the winter recess will be sent to the general ledger the evening of Monday, January 3, 2022 when regular processing resumes, and will be reflected in reporting on Tuesday, January 4, 2022*.

Feeds submitted during the break should be given unique extensions so files are not overwritten.

*Invoices entered between Wednesday, December 15, 2021 and Friday, December 17, 2021 will post to the gl that night, but will not be distributed until the next invoice run on Wednesday, January 5, 2022.

Concur Reimbursements

Contact:
Customer Service
Phone: 5-8500 (option 2)

Concur reimbursements submitted and approved by 5:00 pm, on Monday, December 13, will be processed before winter recess.

Days to Approve will be increased to 30 days on 12/13/21 and will change back to 10 days on 1/10/22. Please note, this extended approval time will only apply to reports created on/after 12/13/21.

General Ledger / General Accounting

Contact:
Karen O'Rourke at 6-3375

Any journals entered by 6:30 p.m. and journal feed files sent before 5:00 p.m. on Thursday, December 23 will be posted and included in the Thursday night data refresh. They will be reflected in HART and the Financial Data Warehouse on Friday morning, December 24. Any journals entered after 6:30 p.m. on Thursday, December 23 through 6:30 p.m. on Monday, January 3 will post Monday night, January 3 and be reflected in HART and the Financial Data Warehouse on Tuesday morning, January 4.

Journal feed files sent during the winter recess will post on Monday night, January 3 and be reflected in HART and the Financial Data Warehouse on Tuesday, January 4. 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 five 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 five business day window in the next month to enter the necessary journal vouchers for the quarter. The subsequent five business days can only be used by the tubs' central offices to process entries.

The two deadlines for processing DEC-21 activity are 9 o’clock on Friday, January 7, 2022, the day of the December 1st close, for the general population and 3 o’clock on Thursday, January 13, 2022 for the tub central finance offices.

The second December close will occur on the morning of Friday, January 14.  All December results will be in HART and the Financial Data Warehouse on Saturday, January 15.

Office of Sponsored Programs (OSP)

Contact:
Rob Kirsh at rob_kirsh@harvard.edu

Proposals (Initial Requests and Competing Renewals) due to the sponsor during Winter Recess must be locked and routed by Monday, December 13, 2021, at 9:00 am.  If a proposal submission deadline falls during the week of January 3, 2022, through January 7, 2022, please email OSPProposalAssistance@harvard.edu by December 13, 2021, so the Proposal Submission Team is aware that a proposal will need to be quickly turned around upon return from Winter Recess.

Continuations, Supplements, JIT requests, and Progress Reports that are due to the sponsor during Winter Recess must be received by the respective Awards Management Team Member by Monday, December 13, 2021, at 9:00 am.

Award documents and related agreements (including outgoing subawards) requiring execution during Winter Recess must be received by Monday, December 13, 2021, at 9:00am. While we will do our best to accommodate all agreements received, priority will be given to agreements that require execution before the end of the year per the sponsor requirements or guidance. All other agreements will be processed in a timely manner when our office reopens on January 3, 2022.

Payroll Services

Contact:
University Financial Services
Phone: 5-8500 (option 4)

All paycheck dates, and related deadlines for paperwork submission, time reporting, and time approval can be found at Payroll Calendar .

Our offices will be closing for winter recess at 5:00 pm on Friday, December 17, 2021.

All Off cycle checks will be put in U.S. mail.

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 617-496-1994 and leave a message.

Voicemail will be monitored on this line twice a day during the week. It will not be monitored on weekends or holidays.

Important exception: The Weekly and Bi-weekly payrolls (with a check date of December 30, 2021) will be processed on December 27, 2021. You will need to confirm your payrolls are correct on that date. The payroll is expected to be opened by 2:00 pm on Monday Afternoon, December 26, 2022. You will have until 12:00 pm on Tuesday, December 27, 2022, to contact Central Payroll with any errors that need to be corrected. Please email our customer service queue: ufs_crt@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 10th. 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 10th. Please contact ufs_crt@harvard.edu for mailing instructions. If received after this date the employee will receive an incorrect 2021 W2 Form.

On cycle payroll checks dated December 30, 2021.  Weekly and Bi-weekly paychecks dated December 30th  will be mailed to the employees home address on file.

PCard

Contact:
Customer Service
Phone: 5-8500 (option 7)

Due to the winter recess, the December PCard sweeps originally scheduled have been adjusted as indicated:

  • Thursday, 12/16 will be moved to 12/15 at 3:00 pm
  • Thursday, 12/23 will be moved to 12/16 at 3:00 pm
  • Thursday, 12/30 will be moved to 12/17 at 3:00 pm

Research Administration Systems (GMAS, ESTR-IRB, Agreements-DUA, Data Safety, ecrt, and PI Dashboard)

Contact:
Email: contactgmas@harvard.edu

During the winter recess the GMAS, OAIR, ESTR-IRB, Agreements-DUA, Data Safety, ecrt, and PI Dashboard (Research Administration Systems) help desks will be closed. Any tickets submitted during the break will be answered upon return from break on Monday, January 3, 2022. During the winter recess, all financial data in GMAS, and the PI Dashboard and all related systems data in the Data Warehouse will reflect transactions as of the end of day December 23, 2021. On the evening of December 31, 2021, financial data updates will return to the usual schedule.

GMAS Deadlines

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

OSP

  • Proposals (Initial Requests and Competing Renewals) due to the sponsor during Winter Recess must be locked and routed by Monday, December 13, 2021, at 9:00 am.  If a proposal submission deadline falls during the week of January 3, 2022, through January 7, 2022, please email OSPProposalAssistance@harvard.edu by December 13, 2021, so the Proposal Submission Team is aware that a proposal will need to be quickly turned around upon return from Winter Recess.
  • Continuations, Supplements, JIT requests, and Progress Reports that are due to the sponsor during Winter Recess must be received by the respective Awards Management Team Member by Monday, December 13, 2021, at 9:00 am.
  • Award documents and related agreements (including outgoing subawards) requiring execution during Winter Recess must be received by Monday, December 13, 2021, at 9:00am. While we will do our best to accommodate all agreements received, priority will be given to agreements that require execution before the end of the year per the sponsor requirements or guidance. All other agreements will be processed in a timely manner when our office reopens on January 3, 2022.

For more information, read the Winter Recess: OSP Pre-Award Deadlines blog.

HMS ORA

  • Proposals & Other Submissions: Per the HMS Sponsored Submission Deadline Policy and in order to allow for review, corrections, and successful submission to the sponsor, proposals and other submissions with sponsor due dates between December 17, 2021 and January 4, 2022 are due to ORA no later than 9:00 AM on Monday, December 13, 2021. To help plan for appropriate coverage, please enter a GMAS "shell" as soon as possible for any submissions due in December 2021 and January 2022.
  • New Accounts: Requests for set-up of new accounts needed prior to the start of break should be submitted by 5:00 PM on Tuesday, December 14, 2021.

For more information, read the Winter Recess: ORA Deadlines article.

HSPH ORA

  • Standard proposal submission deadlines (10, 7, and 5 business days) still apply. Submissions due to sponsors between December 20, 2021 and January 14, 2022 are due to SPA no later than Wednesday, December 8, 2021.

For more information, read the 2021 Proposal Holiday Schedule & Deadlines article.