The University will be in recess from Monday, December 24 until Wednesday, January 2, 2019. Please review the following for special processing deadlines, cutoff dates, and system and support availability, leading up to and throughout the winter recess.
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 OBI and DWCENPRD ad hoc reporting environments, and the HUIT Support Center (617-495-7777) and FAD staff will be unavailable. For a PDF version of this document, click here.
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Departments and Systems |
Winter Recess Schedule Changes |
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Accounts Payable |
Approved vendor invoices that need to be paid by January 1, 2019 (rent, utilities, etc.) must reach AP at 1033 Mass Ave. by 5 p.m. on Wednesday, December 12, 2018 Invoices already in the AP system that come due between December 21, 2018 and January 1, 2019 based on their payment terms, will be paid on Thursday, December 20, 2018. Approved vendor invoices and HCOM NON-Employee expenses to be posted in December 2018 must reach AP at 1033 Mass Ave. by 5 p.m. on Monday, December 17, 2018. 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 mailing/Department of Homeland Security, etc.) must reach AP at 1033 Mass Ave, by Noon on Wednesday, December 19, 2018 to guarantee that a check be available for distribution by Friday, December 21, 2018. Please note that if AP checks are being mailed to you via interoffice, please ensure there is enough time for the check to get back to you. 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 Friday, December 7, 2018. |
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Accounts Receivable |
Invoices and customer setup/maintenance requests to be entered by Central AR must be received by 5 p.m. on Friday, December 14, 2018 to ensure proper posting prior to the winter recess. Manually entered invoices completed in Oracle AR before 4:30 p.m. on Tuesday, December 18, 2018 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 on Thursday, January 3, 2019 when regular processing resumes. Feeds submitted during the break should be given unique extensions so files are not overwritten. |
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Cash Management
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Voided Checks: All checks that need to be voided and re-deposited must be received by Frank Bilodeau/Cash Management at 1033 Mass Ave 2nd Floor, no later than noon on Friday, December 14, 2018 for the credit to be posted in December 2018. Wires (US and Foreign Currency Drafts and Wires): HCOM payments to be made by wire/draft must be entered and approved by the tub and the related invoices must be received by Joe Mendes/Cash Management at 1033 Mass Ave 2nd Floor no later than 5:00 p.m. on Friday, December 14, 2018. Note: a bank draft or a wire transfer authorization form must be completed, signed, and attached to the front of the invoice. Ach Payments: HCOM payments to be made by Ach must be entered and approved by the tub and the related invoices must be received by Joe Mendes/Cash Management at 1033 Mass Ave 2nd Floor no later than 5 p.m. on Friday, December 14, 2018. Note: This does not pertain to Paymode payments. |
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Cash Receipts |
Cash Deposits: Cash deposits must be received no later than 4:00 p.m. on Tuesday, December 18, 2018 at the Cash Receipts Counter, 1033 Mass Ave, 2nd Floor in order to be posted in December 2018. Domestic Checks: Domestic check deposits must be received no later than 4:00 p.m. on Tuesday, December 18, 2018 at the Cash Receipts Counter, 1033 Mass Ave, 2nd Floor in order to be posted in December 2018. Foreign Checks: Foreign checks received by December 14, 2018 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 14, 2018 must have associated Credit Voucher(s) and Validated Deposit ticket(s) submitted to Cash Receipts no later than 4:00 p.m. on Monday, December 17 in order to be posted for December 2018. Offices open for business on December 17 - 31 must have associated Credit Voucher(s) and Validated Deposit ticket(s) submitted to Cash Receipts no later than 4:00 p.m. on Wednesday, January 2, 2018 in order to be posted in December 2018.
MA Taxable: All items deposited at the bank through December 17 must have associated Credit Voucher(s) submitted to Cash Receipts no later than 4:00 p.m. on Monday, December 17 in order to be posted for December 2018. Offices open for business on December 17 - 31 must have associated Credit Voucher(s) submitted to Cash Receipts no later than 4:00 p.m. on Wednesday, January 2, 2018 in order to be posted in December 2018. |
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General Ledger / General Accounting |
Any journals entered by 6:30 p.m. and journal feed files sent before 5:00 p.m. on Friday, December 21 will be posted and included in the Friday night data refresh of the OBI and the ad hoc reporting environments. They will be reflected in the OBI and ad hoc reporting environments on Saturday morning, December 22. Any journals entered from 6:30 p.m. on Friday, December 21 through 6:30 p.m. on Wednesday, January 2 will post Wednesday night, January 2 and be reflected in OBI on Thursday morning, January 3. Journal feed files sent during the winter recess will post on Wednesday night, January 2 and be reflected in the OBI and ad hoc reporting environments on Thursday, 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 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-18 activity are Tuesday, January 8, 2019, the day of the December 1st close, for the general population and Tuesday, January 15, 2019, the day of the December 2nd close, for the tub central finance offices. |
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GMAS |
GMAS will be available during the winter break with the following exceptions: Please have proposal submission and new account set up requests to your pre-award office according to the following schedules: HMS ORA
OSP
SPH ORA (SPA)
Regular account set up will resume on Wednesday, January 2, 2019.
The GMAS Help Desk will be closed during the winter recess. Tickets logged during this time will be responded to on January 2, 2019. |
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HUBS |
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Office of Sponsored Programs (OSP) |
In observance of the University's winter recess, the Office for Sponsored Programs (OSP) will close at 4 p.m. on Friday, December 21, 2018 and will resume operations on Wednesday, January 2, 2019. All proposals with deadlines that fall within these dates should be submitted to OSP no later than 5 p.m. on Friday, December 14, 2018. As always, earlier submissions are welcome. If meeting this deadline is not possible, please contact the Proposal Team at ospproposalassistance@harvard.edu so that we can plan accordingly. Please have new account set up requests to us no later than 5:00 p.m. on Monday, December 17, 2018. If you anticipate submitting proposals with early January deadlines immediately following the break, please also notify the Proposal Team at ospproposalassistance@harvard.edu as soon as possible so OSP can be prepared to turn your proposal around quickly in the New Year. For all other matters, we will do our best to accommodate any new or pending requests before the break, including those with a calendar year deadline. Regular account set up will resume on Wednesday, January 2, 2019. |
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Payroll Services |
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 21, 2018. Off cycle checks not picked up by 5 p.m. will be put in U.S. mail at 5:00 pm on December 21. 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 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 January 4, 2019) will be processed on December 31, 2018. 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 30, 2018. You will have until 12:00 pm on Monday December 31 to contact Central Payroll with any errors that need to be corrected. Please email our customer service queue: 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 14, 2018. 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 14. If received after this date the employee will receive an incorrect 2018 W2 Form. Check Pickup on Friday, December 28, 2018 Weekly checks dated December 28 will be delivered to University Mail Services for distribution on December 28, 2018. If you have employees, who want to receive their checks on Friday, December 28 rather than waiting until Wednesday, January 2, checks will be distributed by Central Payroll staff from 10:00 a.m. - 12:00 p.m. Friday, December 28 at the Harvard University Employees Credit Union (104 Mt. Auburn Street). 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 Wednesday January 2. This announcement only pertains to the distribution of checks for weekly paid employees. Employees with direct deposit will receive their pay on their scheduled pay date of December 28 and their paper advice after the holiday break. Please remind employees that they can view their online pay advices through PeopleSoft Employee Self Service. |
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PCard
Reimbursements |
Due to the winter recess, the December PCard sweeps originally scheduled have been adjusted as indicated:
Concur Reimbursements, submitted and approved by 5 p.m., on Friday, December 14 will be processed before winter recess. Concur Reimbursements received after the above specified deadlines will be posted in January. |
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Reporting |
In observance of winter recess, please note the following data loads into the Harvard Data Warehouse:
Data loads supporting the Procure to Pay (P2P), Travel & Expense, and Accounts Payable (AP) OBI dashboards will not be interrupted during winter recess. Data will continue to be loaded on a nightly basis. |
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Student Accounts |
Student refunds will be processed before Winter Recess through 10:30 a.m. on Thursday, December 20, 2018. Refunds processed as checks will be mailed out on that date. Direct deposit refunds will be deposited in most cases by December 25, 2018. Refund processing will resume at 10:30 a.m. on Wednesday, January 2, 2019.
The Winter Recess schedule for processing student account payments can be found at the Student Account web site Message Board. |