2023/2024 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 2023 (prior to winter recess) must reach AP Wednesday, December 13, by 5:00 pm.
• PR/NR-related invoices must be approved in B2P by Wednesday, December 13.
• Last payment run Friday, December 22.
• Invoices received after this time will be processed in January 2024.
• Reminder: PR-related invoices are automatically sent to AP.

Special Handling Checks

• Approve associated requisitions in B2P by 5:00 pm on Tuesday, December 5.
• Last Special Handling check run on Wednesday, December 6.
• Available for distribution Monday, December 11.
• Contact AP_CustomerService@harvard.edu for special circumstances.

Supplier Onboarding

• Requests/registrations must be submitted on Monday, December 4, by 5:00 pm.

Cash Management

Contact:
Checks Maintenance
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 Cash Management via email no later than 5:00 pm on Tuesday, December 12, 2023, for the credit to be posted in December 2023.

USD and FX Wires: B2P payments to be made by USD/FX wire must be entered and approved by all tub level approvers no later than 5:00 pm on Tuesday, December 12, 2023.

Cash Receipts

Contact:
Cash Receipts
Cassandra Williams and Charles Zouras at cash_receipts@harvard.edu

Domestic Checks: Domestic check deposits must be received via USPS or University Mail no later than 5:00 pm on Friday, December 15, 2023, to Cash Receipts, 1033 Mass Ave, 2nd floor in order to be posted in December 2023.

Departmental: All items deposited at the bank through Friday, December 16, 2022, must have associated Credit Voucher(s) and Validated Deposit ticket(s) submitted to Cash Receipts via email no later than 5:00 pm on Monday, December 18, 2023, in order to be posted for December 2023. 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 Tuesday, January 2, 2024, in order to be posted in December 2023.

MA Taxable: All items deposited at the bank through Friday, December 15, 2023, must have associated Deposit Form(s) submitted to Cash Receipts via email no later than 5:00 pm on Monday, December 18, 2023, in order to be posted for December 2023. Offices open for business December 16-31 must have associated Deposit Form(s) submitted to Cash Receipts no later than 5:00 pm on Tuesday, January 2, 2024, in order to be posted in December 2023.

Central Accounts Receivable

Contact:
AR Customer Service
Phone: 5-3787

Manually entered invoices completed in Oracle AR before 4:30 pm on Tuesday, December 19, 2023, 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 Tuesday, January 2, 2024, when regular processing resumes and will be reflected in reporting on Wednesday, January 3, 2024*.

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

*Invoices entered between Wednesday, December 20, 2023, and Friday, December 22, 2023, will post to the GL that night, but will not be distributed until the next invoice run on Wednesday, January 3, 2024.

Concur Reimbursements

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

Concur reimbursements submitted and approved by 5:00 om, on Thursday, December 14, will be processed before winter recess.

Concur Reimbursements received after the above specified deadline will be posted in January.

Days to Approve will be increased to 30 days on December 11, 2023 and will change back to 10 days on January 8, 2024. Please note, this extended approval time will only apply to reports created on/after December 11, 2023.

General Ledger / General Accounting

Contact:
Karen O'Rourke at 6-3375

Any journals entered by 6:30 pm and journal feed files sent before 5:00 pm on Friday, December 22, will be posted and included in the Friday night data refresh. They will be reflected in HART and the Financial Data Warehouse on Saturday morning, December 23. Any journals entered after 6:30 pm on Friday, December 22, through 6:30 pm on Tuesday, January 2, will post Tuesday night, January 2, and be reflected in HART and the Financial Data Warehouse on Wednesday morning, January 3.

Journal feed files sent during the winter recess will post on Tuesday night, January 2, and be reflected in HART and the Financial Data Warehouse on Wednesday, 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 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-23 activity are 9 o’clock on Monday, January 8, 2024, the day of the December 1st close, for the general population and 3 o’clock on Friday, January 12, 2024, for the tub central finance offices.

The second December close will occur on the morning of Tuesday, January 16.  All December results will be in HART and the Financial Data Warehouse on Wednesday, January 17.

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 Thursday, December 14, 2023, at 9:00 am. If a proposal submission deadline falls during the week of January 2, 2024, through January 5, 2024, please email OSPProposalAssistance@harvard.edu 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 and Operations Team Member by Thursday, December 14, 2023, at 9:00 am.
• Award documents and related agreements (including outgoing subawards) requiring execution during Winter Recess must be received by Thursday, December 14, 2023, at 9:00 am. 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 calendar year per the sponsor requirements or guidance. All other agreements will be processed in a timely manner when our office reopens on January 2, 2024, at 9:00 am.

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 12:00 pm on Friday, December 22, 2023.

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 29, 2023) will be processed on December 26, 2023. You will need to confirm your payrolls are correct on that date. The payroll is expected to be opened by 2:00 pm on Sunday afternoon, December 24, 2023. You will have until 12:00 pm on Tuesday December 26, 2023 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 pm calculation.

Checks to be Voided and Personal Checks - C.O.B. Friday, December 15. 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 15. Please contact ufs_crt@harvard.edu for mailing instructions. If received after this date the employee will receive an incorrect 2023 W2 Form.

On cycle payroll checks dated December 29, 2023. Weekly and Bi-weekly paychecks dated December 29, 2023 will be mailed to the employees home address on file.

PCard

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

PCard Settlement Reports submitted and approved by 5:00 pm, on Wednesday, December 20, will be posted to the G/L before winter recess.

PCard Settlement Reports received after the above specified deadline will be posted in January 2024.

Days to Approve will be increased to 30 days on December 11, 2023 and will change back to 10 days on January 8, 2024. Please note, this extended approval time will only apply to reports created on/after December 11, 2023.

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, Research Administration Portal 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 Tuesday, January 2, 2024.

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 22, 2023. On the evening of January 1, 2024, 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 Thursday, December 14, 2023, at 9:00 am. If a proposal submission deadline falls during the week of January 2, 2024, through January 5, 2024, please email OSPProposalAssistance@harvard.edu 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 and Operations Team Member by Thursday, December 14, 2023, at 9:00 am.
• Award documents and related agreements (including outgoing subawards) requiring execution during Winter Recess must be received by Thursday, December 14, 2023, at 9:00 am. 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 calendar year per the sponsor requirements or guidance. All other agreements will be processed in a timely manner when our office reopens on January 2, 2024, at 9:00 am.

HMS ORA

Proposals & Other Submissions

• Per the HMS Sponsored Submission Deadline Policy and to allow for review, corrections, and successful submission to the sponsor, proposals and other submissions with sponsor due dates between Thursday, December 21, 2023, and Tuesday, January 2, 2024, must be complete, locked, routed, and signed in GMAS no later than 5:00 pm on Thursday, December 14, 2023.
• Also note that proposals due after the winter recess between Wednesday, January 3, 2024, and Monday, January 8, 2024, must also be locked, routed, and signed in GMAS at least five full non-holiday business days prior to the sponsor due date (e.g., proposals due to the sponsor on 1/3/2024 must be routed to ORA by 12/18/2023). To help plan for appropriate coverage, please enter a GMAS "shell" as soon as possible for any submissions due in December 2023 and January 2024.

HSPH Research Administration

Harvard Chan is open for a half day on Friday, December 22, 2023, and closed Monday, December 25, 2023 – Monday, January 1, 2024. Standard proposal submission deadlines (10, 7, and 5 business days) still apply. Submissions due to sponsors from December 22, 2023 – January 12, 2024 are due to SPA no later than Monday, December 11, 2023, by 10:00 am.