Financial Administration (FAD) 2014/2015 Winter Recess Schedule

December 9, 2014

The University will be in recess from 12:00 pm Wednesday, December 24 until Friday, January 2, 2015.  Please review the following for special processing deadlines, cutoff dates, and system and support availability, leading up to and throughout the winter break.

  • Financial and Sponsored systems/applications will be available during winter recess; however, transactions will not be posted to the General Ledger, or refreshed into the CREW and DWCENPRD ad hoc reporting environments, and the HUIT Support Center (617-496-2001) and FAD staff will be unavailable.  On-call resources will be available 24/7, as usual. Online materials, such as those found on Eureka.

    Click here for a PDF version of this article.
         

Departments and Systems

Winter Recess Schedule Changes

Accounts Payable

Contact:
AP Customer Service, 5-8500

A/P: option 1

Vendor Setup: option 3

Approved vendor invoices that need to be paid by January 1, 2015 (rent,utilities, etc.) must reach AP at 1033 Mass Ave. by 5 p.m. Monday, December 15.

Invoices already in the AP system that come due between December 24 and January 5, 2015 based on their payment terms, will be paid on Tuesday, December 23, 2014.

Approved vendor invoices to be posted in December must reach Central Accounts Payable at 1033 Mass Ave. by 5 p.m. Wednesday, December 17. Invoices received after this time may be posted in January.

HCOM: During the Winter break, electronic invoices will continue to arrive and be processed, generating system receiving e-mails. Shoppers can also receive goods in the system during the break.

Non-standard check processing: (Special Handling requests) received at 1033 Massachusetts Ave, 2nd floor by 5PM on 12/18/14 will have a check available for distribution on 12/22/14.

Vendor Setup, Maintenance & Reactivation: new requests or updates needed to meet the above deadlines must be submitted on-line and approved in Oracle by 5 p.m. on Wednesday December 10th.

Accounts Receivable

Contact: 
AR Customer Service, 5-3787

Invoices to be entered by Central AR must be received by 5 p.m. Thursday, December 18 to ensure posting prior to the winter recess. The deadline for customer setup/maintenance is also 5 pm Thursday, December 18.

Manually entered invoices completed in Oracle AR before 4:30 pm on Wednesday, December 24 will be posted prior to the winter recess. Manually entered invoices completed during the winter recess will be sent to the general ledger on Thursday, January 2 when regular processing resumes.

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

Authorized Requestor Information for Oracle, PeopleSoft, GMAS, Aspire and ARIeS

Contact
Oracle, Oracle CVR, PeopleSoft, GMAS and ASPIRE/ARIeS Authorized Requestors: FSS_Client_Serivices@harvard.edu

HUBS Authorized Requestors: HUBSSecurity@harvard.edu

User security, CVRs, TL/AM groups, Departments, and Location Code requests received after 5pm on December 23, 2014 will be processed after the winter recess beginning Monday, January 5, 2015.

CAPS

Contact:             
Al Alhaji, 6-5560

CAPS forms submitted after close of business (1pm) Wednesday, December 24th will be held in queue until Monday, January 5. Any changes to CAPS forms will not be reflected in CREW until Tuesday, January 6.

Please note that no support is available for the system from 1pm Wednesday, December 24th until Monday, January 5th.

CPATH

Contact:             
Emily Keuthen, 6-2872

Please note that no support is available for the system from 1pm Wednesday, December 24th until Monday, January 5th.  Data in CPATH coming from CAPS and the General Ledger will be impacted by the CAPS and General Ledger recess schedule changes

Cash Receipts

Contact: 
Cash Receipts, 6-8332

Cash Deposits: Cash deposits must be received no later than 3:00 p.m. on Tuesday, December 23rd at the Cash Receipts Counter, 1033 Mass Ave, 2nd Floor in order to be posted in December 2014.

Domestic Checks:  Domestic check deposits must be received no later than 3:00 p.m. on Tuesday, December 23rd at the Cash Receipts Counter, 1033 Mass Ave, 2nd Floor in order to be posted in December 2014.

Foreign Checks: Foreign checks received by December 18th 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 December 18th must have associated Credit Voucher(s) and Validated Deposit ticket(s) submitted to Cash Receipts no later than 4:00 p.m. on Friday, December 19 in order to be posted for December 2014.  Offices open for business December 19-31 must have associated Credit Voucher(s) and Validated Deposit ticket(s) submitted to Cash Receipts no later than 4:00 p.m. on Monday, January 5 in order to be posted in December 2014.

MA Taxable: All items deposited at the bank through December 18th must have associated Credit Voucher(s) submitted to Cash Receipts no later than 4:00 p.m. on Friday, December 19th in order to be posted for December 2014.  Offices open for business December 19-31 must have associated Credit Voucher(s) submitted to Cash Receipts no later than 4:00 p.m. on Monday, January 5 in order to be posted in December 2014.

Chart-Security Maintenance Application (CSMA) / Chart of Accounts

Contact: 
FSS_Client_Services@harvard.edu

Chart of Accounts Requests: 

Non-sponsored: After the last "sweep" at 5 p.m. on December 24th, the CSMA application will be available for users to submit requests, but those requests will not be routed or loaded to Oracle until business resumes on Monday January 5, 2015.

Sponsored: Wednesday, December 24th will be the last day to activate new sponsored accounts in the General Ledger (GL). Any new accounts posted in GMAS after 10:00 am on the 24th will be sent to the GL for activation on January 5, 2015.

Fixed Assets

Contact:
Steve Nedder, 5-3766

Due to the extension of the Winter break period through Friday, January 2, the Fixed Asset system will be closed for December on Thursday, January 8 shortly after 9 a.m. AP adjustments must now be approved by end of day on Tuesday, January 6 in order to make the December close of the AP system on Wednesday, January 7 at 4 p.m. In addition asset related journals need to be in the GL on Wednesday, January 6 by 6:30 p.m. in order to make the Fixed Asset system for the December close.

NOTE: The Month End Fixed Assets Closing Schedule has been updated with the new dates due to the extended Winter Break and has been distributed to the tubs’ central financial offices.

General Ledger / General Accounting

Contact: 
Karen O'Rourke 6-3375

Any journals entered by 6:30 p.m. and journal feed files sent before 5:00 p.m. on Wednesday, December 24 will be posted and included in the Wednesday night data refresh of the CREW and the ad hoc reporting environments. They will be reflected in the CREW and ad hoc reporting environments on Thursday morning, December 25. Any journals entered from 6:30 p.m. on Wednesday, December 24 through 6:30 p.m. on Monday January 5 will post Monday night and be reflected in the HDW on Tuesday morning, January 6.

Journal feed files sent during the winter recess will post on Monday night, January 5 and be reflected in the CREW and ad hoc reporting environments on Tuesday, January 6. 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 5 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 5 business day window to enter the necessary journal vouchers. The subsequent 5 business days can only be used by the tubs' central offices.

The two deadlines for processing DEC-14 activity are Friday, January 9, 2015 for the general population and Friday, January 16, 2015 for the tub central finance offices.

PLEASE NOTE:  The Month End close schedule located on ABLE has been updated with the new December deadlines due to the extended Winter recess.

Grants Management Application Suite (GMAS)

Contact: 
Simone Alpen, 6-2033

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

 

•Wednesday, December 24 at 10am, will be the last time to activate new sponsored accounts before the winter recess. New accounts posted for activation in GMAS during the winter recess will not be activated until Monday, January 5, 2015 when account setup returns to its usual schedule.

•During the break, all financial data in GMAS and all GMAS data in the Data Warehouse will reflect transactions as of the end of day Wednesday, December 24, 2014. On the evening of Monday, January 5, 2015 financial data updates will return to the usual schedule.

•The GMAS Help Desk will be closed during the winter recess.

Harvard University Budgeting System (HUBS)

Contact: 
hubs@harvard.edu

Availability of HUBS During Winter Recess

HUBS will be available to end-users during the winter break but the HUIT Help Desk will not be available and HUBS administrators will not be in the office or responding to email requests during this time.

Please note that although HUBS will be available for data entry and reporting, certain scheduled processes will not be executed during the winter break because they are run only during business days and/or nights when support is available.  On the day and night of December 23 all processes will run as usual and then they will be suspended until December 26.  On December 26 the nightly processes will run to pick-up any changes that occurred during in HUBS on December 24, 25 and 26, and also to pick-up the December 24 actuals from Harvard’s Data Warehouse (HDW) for the new HUBS Reporting Applications.  After December 26 the processes will not run again until Monday, January 5, when all processes will resume according to their regular schedule. 

To learn more about the specific impact of the break schedule please note the following:

  • User Defined Fact (UDF) files can be uploaded and they will be processed as follows:
    • Files uploaded after 8pm on Tuesday, December 23, will be processed the night of Friday, December 26, and the data will be in HUBS on Saturday, December 27.
    • Files uploaded after 8pm on Friday, December 26, and through the rest of the break, will be processed the night of Monday, January 5, and the data will be in HUBS on Tuesday, January 6.
  • Employee and Position Dimension files can be uploaded and they will be processed as follows:
    • Files uploaded after 12pm on Tuesday, December 23, will be processed the night of Friday, December 26, and the dimensions will be in HUBS on Saturday, December 27.
    • Files uploaded after 12pm on Friday, December 26, and through the rest of the break, will be processed the night of Monday, January 5, and the dimensions will be in HUBS on Tuesday, January 6.
  • Data extract files will be generated as follows:
    • On the night of December 23
    • On the night of December 26 and then not again until the night of January 5
  • CINA aggregations will be run automatically as noted below but users can manually execute aggregations in HUBS by running the BRBC014 Aggregate CINA business rule:
    • On the night of December 23
    • On the night of December 26 and then not again until the night of January 5
  • Salary calculations will be run automatically as noted below but users can manually execute the calculations in HUBS by running the BRBE077/MT Salary Calculation business rule:
    • On the night of December 23
    • On the night of December 26 and then not again until the night of January 5
  • Data will be automatically transferred from the Employee cube to the CINA cube as noted below but users can manually transfer the data by running BRBC012 business rule:
    • On the night of December 23
    • On the night of December 26 and then not again until the night of January 5
  • New Chart of Account segments will be loaded from the HDW as follows:
    • On the night of December 23
    • On the night of December 26 and then not again until the night of January 5
  • Plan-Working data in the new Reporting Applications will be refreshed as follows:
    • At 12pm on December 24
    • On the night of December 26 and then not again until 12pm on January 5
  • Actuals in the new Reporting Applications will be refreshed from the HDW on the night of Tuesday, December 23, and then again on the night of Friday, December 26.  This means that the December 24 actuals will not be available in the Reporting Applications until December 27. Note as usual that the Planning Applications will reflect actuals data as of the last closed period, November, during the break.

Note:  An introduction to the new Reporting Applications can be found on this page in the HUBS Wiki site  and more details about the applications can be found  here.

Office for Sponsored Programs

Contact: 
Ethlyn O’Garro, 6-3117

In observance of the University's winter recess, the Office for Sponsored Programs (OSP) will close at noon on Wednesday, December 24, 2014 and will resume operations on Monday January 5, 2015.  All proposals with deadlines that fall within these dates should be submitted to OSP no later than 5 p.m. on Monday, December 15, 2014.  As always, earlier submissions are welcome. If meeting this deadline is not possible, please contact your  Grants and Contracts Specialist) or Ethlyn O'Garro (617-496-3117) so that we can plan accordingly.   

If you anticipate submitting proposals with early January deadlines immediately following the break, please contact your Grants and Contracts Specialist as soon as possible so they will be prepared to turn your proposal around quickly in the New Year. Our goal during the coming weeks is to address as many pending items as possible before the break. Therefore, knowing about proposals that may come in during the first week of January will allow us to plan more effectively and provide you with better service.

Please have new account set up requests to us no later than 5 p.m. on Thursday, December 18, 2014 Regular account set up will resume on Monday, January 5, 2015.

Payroll Services

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

All paycheck dates, and related deadlines for paperwork submission, time reporting, and time approval can be found at http://eureka.harvard.edu/reports/PS_Materials/payroll-calendar.pdf

Our offices will be closing for winter recess at 12:00 pm on Wednesday, December 24. Any off cycle checks not picked up by 12:00 p.m. will be put in U.S. mail at 12:00 pm on 12/24/14.

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 617-384-7576 and leave a message. Voicemail will be checked on this line twice a day during the week. It will not be monitored on weekends or holidays.

Important exception: The Weekly payroll (with a check date of January 2, 2015) will be processed on December 29, 2014. You will need to confirm your payroll is correct on that date. The payroll is expected to be opened by 6:00 pm on Sunday evening December 28th. You will have until 12:00 pm on Monday, December 29th to contact Central Payroll with any errors that need to be corrected. Please call or email the following individual:

Francisco Garcia  617 495-9754 or francisco_garcia@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. Monday December 15th

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 Monday December 15th. If received after this date the employee will receive an incorrect 2014 W2 Form.

Check Pickup on Friday, December 26, 2014 & Friday January 2, 2015:   Weekly and Bi-weekly checks for the check dated December 26th will be delivered to University Mail Services for distribution on December 26, 2014.

  • If you have employees who want to receive their checks on Friday, December 26 rather than waiting until Monday, January 5. Please contact Central Payroll prior to departing for winter break for the pick-up location.
  • Weekly checks for the check dated Friday January 2nd, will be distributed by Central Payroll staff from 9-1 on January 2nd.  Employees must show a HUID card to pick up checks.

You are responsible for notifying employees where and when checks will be available for pickup. Any checks remaining will be distributed to local departments on Monday January 5th.

This announcement only pertains to the distribution of checks for weekly and Bi-weekly paid employees. Employees with direct deposit will receive their pay on their scheduled pay dates of December 26th and January 2nd and their paper advice after the holiday break. Please remind employees that they can view their online pay advices through PeopleSoft Employee Self Service.

PCard

Contact:
Customer Service 5-8500
(option 6)

Due to the winter recess, the December PCard sweeps originally scheduled have been adjusted, see below:

Thursday, December 11, 2014 will be moved to Wednesday, December 10 at 3:00pm

Thursday, December 18, 2014 will be moved to Thursday, December 11 at 3:00pm

Thursday, December 25, 2014 will be moved to Wednesday, December 17 at 3:00pm

Thursday, January 1, 2015 will be moved to Thursday, December 18 at 3:00pm

Student Receivables

Contact:
CST, 5-2739

Student account refunds will be processed through 10:30 am on Tuesday, December 23, 2014. Direct deposit refunds processed on that date will be deposited in most cases by December 26, 2014. Refund checks processed on that date will be available for pick up by FAOs after 2 pm and available for student pick up on December 24th from 9 am until 12 noon. 

The schedule for processing student account payments during Winter Recess can be found at   http://sfs.harvard.edu/ under Dates & Deadlines.

Travel / Web Reimbursement

Contact:             
Travel Counter, 5-7760

Reimbursements, including Citi Direct Pays received at 1033 Mass Ave, 2nd floor by 5pm on Monday, December 15 will be processed before the winter break.

Reimbursements, including Citi Direct Pays received after this time will be posted in January.

Reporting - Financial, Sponsored and Student

Reporting-Ad Hoc (Fiscal and Sponsored)

Ad Hoc Business Area

Last Load Prior to Winter Recess

Resumption of Regular Nightly Load Schedule

Contact: Paula LaGambina, 6-6386

 DWCENPRD

Wednesday, December 24th

 Wednesday, December 31st

Reporting - CREW (Fiscal and Sponsored)

CREW Business Area

Last Load Prior to Winter Recess

Resumption of Regular Nightly Load Schedule

Contact:  Paula LaGambina, 6-6386

Fiscal and Sponsored

Wednesday, December 24th

Wednesday, December 31st

Reporting-CREW (Student)

CREW Business Area

Last Load Prior to Winter Recess

Resumption of Regular Nightly Load Schedule

Contact: Paula LaGambina, 6-6386

 Student

Wednesday, December 24th

Wednesday, December 31st