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.
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Departments and Systems |
Winter Recess Schedule Changes |
Accounts Payable Contact: 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: |
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: |
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: |
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: |
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 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: |
Chart of Accounts Requests: |
Fixed Assets Contact:
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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.
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General Ledger / General Accounting Contact: |
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: |
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: |
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:
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: |
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. |
Payroll Services Contact: |
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.
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: |
Due to the winter recess, the December PCard sweeps originally scheduled have been adjusted, see below: |
Student Receivables Contact: |
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: |
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 |