The University will be in recess from Tuesday, December 24, 2019 until Thursday, January 2, 2020. The following table lists the 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 HART and DMSDWCENPRD ad hoc reporting environments, and the HUIT Support Center (617-495-7777) and FAD staff will be unavailable.
| Departments and Systems | 2019-2020 Winter Recess Schedule Changes |
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Accounts Payable
Contact:
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Approved vendor invoices that need to be paid by January 1, 2020 (rent, utilities, etc.) must reach AP at 1033 Mass Ave. by 5 p.m. on Monday, December 16, 2019. Invoices already in the AP system that come due between December 20, 2019 and January 1, 2020 based on their payment terms, will be paid on Friday, December 20, 2019. Approved Supplier invoices and HCOM NON-Employee expenses to be posted in December 2019 must reach AP at 1033 Mass Ave. by 5 p.m. on Monday, December 16, 2019. 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 5 p.m. on Monday, December 16, 2019 to guarantee that a check be available for distribution by Wednesday, December 18, 2019. 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. Supplier Setup, Maintenance & Reactivation: New requests or updates needed to meet the above deadlines must be submitted on-line and approved in Supplier Portal by 5 p.m. on Friday, December 6, 2019. |
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Cash Management
Contact:
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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 13, 2019 for the credit to be posted in December 2019. 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 pm on Friday, December 13, 2019. 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 pm on Friday, December 13, 2019. Note: This does not pertain to Paymode payments. |
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Cash Receipts
Contact: |
Cash Deposits: Cash deposits must be received no later than 4:00 pm on Tuesday, December 17th at the Cash Receipts Counter, 1033 Mass Ave, 2nd floor in order to be posted in December 2019. Domestic Checks: Domestic check deposits must be received no later than 4:00 pm on Tuesday, December 17th at the Cash Receipts Counter, 1033 Mass Ave, 2nd floor in order to be posted in December 2019. Foreign Checks: Foreign checks received by December 13th 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 13th must have associated Credit Voucher(s) and Validated Deposit ticket(s) submitted to Cash Receipts no later than 4:00 pm on Monday, December 16th in order to be posted for December 2018. 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 4:00 pm on Thursday, January 2nd, 2020 in order to be posted in December 2019. MA Taxable: All items deposited at the bank through December 14th must have associated Credit Voucher(s) submitted to Cash Receipts no later than 4:00 pm on Monday, December 16th in order to be posted for December 2019. Offices open for business December 16-31 must have associated Credit Voucher(s) submitted to Cash Receipts no later than 4:00 pm on Thursday, January 2nd, 2020 in order to be posted in December 2019. |
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Central Accounts Receivable
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Invoices and customer setup/maintenance requests to be entered by Central AR must be received by 5 p.m. on Friday, December 13, 2019 to ensure proper posting prior to the winter recess. Manually entered invoices completed in Oracle AR before 4:30 p.m. on Tuesday, December 17, 2019 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 Thursday, January 2, 2020 when regular processing resumes, and will be reflected in reporting on Friday, January 3, 2020. Feeds submitted during the break should be given unique extensions so files are not overwritten. |
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Concur Reimbursements
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Concur reimbursements submitted and approved by 5 p.m., on Friday, December 13 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 24 days on 12/13/19 and will change back to 10 days on 1/14/20. Please note, this extended approval time will only apply to reports created on/after December 13th. |
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General Ledger / General Accounting
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Any journals entered by 6:30 p.m. and journal feed files sent before 5:00 p.m. on Tuesday, December 24 will be posted and included in the Tuesday night data refresh of HART and the Financial Data Warehouse. They will be reflected in HART and the Financial Data Warehouse on Wednesday morning, December 25. Any journals entered from 6:30 p.m. on Tuesday, December 24 through 6:30 p.m. on Thursday, January 2 will post Thursday night, January 2 and be reflected in HART on Friday morning, January 3. Journal feed files sent during the winter recess will post on Thursday night, January 2 and be reflected in HART and the Financial Data Warehouse on Friday, 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-19 activity are Wednesday, January 8, 2020, the day of the December 1st close, for the general population and Wednesday, January 15, 2020, the day of the December 2nd close, for the tub central finance offices. |
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HUBS
Contact: |
Availability of HUBS During Winter Recess User Defined Fact (UDF) files uploaded after 8 p.m. on Thursday, December 26 will be processed the night of Thursday, January 2 and the data will be in HUBS on Friday, January 3. Employee and Position Dimension files uploaded after 1 p.m. on Thursday, December 26 will be processed the night of Thursday, January 2 and the new/updated members will be in HUBS on Friday, January 3. Data extract files will be generated on the night of Thursday, December 26 and then not again until the night of Thursday, January 2. CINA aggregations will run automatically on the night of Thursday, December 26 and then not again until the night of Thursday, January 2. Users can manually execute Plan-Working aggregations in HUBS by running the BRBC014 Aggregate CINA business rule. Salary calculations will run automatically on the night of Thursday, December 26 and then not again until the night of Thursday, January 2. Users can manually execute the calculations in HUBS by running the BRBE077/MT Salary Calculation business rule. Data will be automatically transferred from the Employee cube to the CINA cube on the evening of Thursday, December 26 and then not again until the night of Thursday, January 2. We will not be running anything automatically during winter recess. The automatic EE-CINA data transfer resumes back on January 2 that runs hourly from 8:30 a.m. to 6:30 p.m., 7 days a week. However, users can manually transfer the data by running the BRBC012 business rule. New Chart of Account segments created by end of day on Tuesday, December 23 will be loaded from the Financial Data Warehouseon the night of Thursday, December 26 and then not again until the night of Thursday, January 2. New Positions created by end of day on Tuesday, December 23 will be loaded from the Financial Data Warehouse on the night of Thursday, December 26 and then not again until the night of Thursday, January 2. Plan-Working data in the Reporting Applications will be refreshed on the night of Thursday, December 26 and then not again until noontime on Thursday, January 2. During the break Actuals in the Reporting Applications will be as of the end of the day on Tuesday, December 24. Note as usual that the Planning Applications will reflect Actuals data as of the last closed period which is November at this time. HR costing data in both the Planning and Reporting applications will be as of the end of the day on Tuesday, December 24. Note: HUBS resources are available the HUBS Wiki. |
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Office of Sponsored Programs (OSP)
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In observance of the University’s winter recess, the Office for Sponsored Programs (OSP) will close at noon on Tuesday, December 24, 2019 and reopening on January 2, 2020. Proposals (Initial Requests and Competing Renewals) due to the sponsor during winter recess must be locked and routed by 5 p.m. on Monday, December 16, 2019. If a deadline falls during the week of January 2-10, please email OSPProposalAssistance@harvard.edu so we are aware that something will need to be quickly turned around upon return from break. Continuations, Supplements, JIT requests, and new account set up requests must likewise be received by 5 p.m. on Monday, December 16, 2019. Please note that any award documents and related agreements (including outgoing subawards) requiring signature prior to January 2, 2020 must also be received for review as soon as practicable. While we will do our best to accommodate sponsor requirements, we ask that any awards contingent on being finalized by year end are also received for review 5 p.m. on Monday, December 16, 2019.
Should you have any concerns regarding these deadlines, please contact: |
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Payroll Services
Contact: |
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 Tuesday, December 24, 2019. Off cycle checks not picked up by 12:00 p.m. 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 January 3, 2020) will be processed on December 30, 2019. 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 29, 2019. You will have until 12:00 pm on Monday December 30, 2019 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 13th. 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 13th. If received after this date the employee will receive an incorrect 2019 W2 Form. Check Pickup on Friday, December 27, 2019 - Weekly checks dated December 27th will be delivered to University Mail Services for distribution on December 27, 2019. If you have employees, who want to receive their checks on Friday, December 27th rather than waiting until Thursday, January 2nd, checks will be distributed by Central Payroll staff from 10:00 a.m. - 12:00 p.m. Friday, December 27th 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 Thursday January 2nd. 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 27th 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
Contact: |
Due to the winter recess, the December PCard sweeps originally scheduled have been adjusted as indicated:
**PLEASE NOTE** Due to Winter Recess, the last day to order PCards or Department Cards is December 16th. Any cards ordered after this date will not be delivered in time (before the holiday break) and will be returned to Citi as no one will be on campus to receive them. |
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Reporting
Contact: |
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) HART dashboards will not be interrupted during winter recess. Data will continue to be loaded on a nightly basis. |
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Research Administration Systems (GMAS, ESTR-IRB, Agreements-DUA, Data Safety, ecrt, and PI Dashboard)
Contact: |
During the break the GMAS, 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 Thursday, January 2, 2020. All financial data in Research Administration Systems and all Research Administration Systems data in the Data Warehouse will reflect transactions as of the end of day Tuesday, December 24, 2019. On the evening of Wednesday, January 1, 2020, a special load will run to bring in January GL beginning balances. Normal load schedule will resume on Thursday, January 2, 2020. GMAS Deadlines GMAS will be available during the winter break with the following exceptions: Please have new account set up requests to your pre-award office according to the following schedules: OSP
HMS ORA
SPH ORA (SPA)
Regular account set up will resume on Thursday, Jan 02, 2020. |
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Student Financial Services
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Student refunds will be processed before Winter Recess through 10:30 a.m. on Friday, December 20, 2019. Refunds processed as checks will be mailed out on that date. Direct deposit refunds will be deposited in most cases by December 24, 2019. Refund processing will resume at 10:30 a.m. on Thursday, January 2, 2020. The Winter Recess schedule for processing student account payments can be found at the Student Financial Services website. |