The University will be in recess from Monday, December 21, 2020 until Monday, January 4, 2021. The following table lists the special processing deadlines, cutoff dates, and system and support availability, leading up to and throughout the winter recess.
| Department and Systems | 2020-2021 Winter Recess Schedule Changes |
|---|---|
|
Accounts Payable
Contact:
Supplier Onboarding |
PO-related invoices to be posted in December 2020, due between 12/18/20 – 1/4/21, must reach AP by 5PM on Friday, 12/11/20. Invoices due during this time will pay Friday 12/18/20. Invoices received after this time will be posted in January.
Reminder: Do not send PR-related B2P invoices to AP. PR and NR-related invoices must be approved in B2P by 12/16/20 to pay by 12/18/20. B2P & HCOM: During the Winter break, electronic invoices will continue to post in the system, generating system receiving e-mails. Users can receive goods in the system during the break. Non-standard Check Processing: (Special Handling/Department of Homeland Security, etc.) must reach AP by 5PM on Friday, 12/11/20 to accommodate paper check distribution by Wednesday, 12/16/20. After 12/16, Special Handling of paper checks will resume 1/4/21 when the university re-opens after winter recess. Supplier Onboarding, Maintenance & Reactivation: New requests or updates associated with the above supplier invoice/payment deadlines must be submitted via Supplier Portal in B2P by 5PM on Friday, 12/4/20.
|
|
Cash Management
Contact:
USD & FX Wires/ACH
|
Voided Checks: All checks that need to be voided and re-deposited must be received by Frank Bilodeau/Cash Management via email no later than noon on Friday, December 11th, 2020 for the credit to be posted in December 2020. USD and FX Wires: B2P payments to be made by USD /FX wire must be entered and approved by the tub no later than 5:00 pm on Friday, December 11th, 2020.
|
|
Cash Receipts:
Contact: |
Domestic Checks: Domestic check deposits must be received via USPS or University Mail no later than 5:00 pm on Wednesday, December 16th at the Cash Receipts, 1033 Mass Ave, 2nd floor in order to be posted in December 2020. Foreign Checks: Foreign checks received by December 16th 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 15th must have associated Credit Voucher(s) and Validated Deposit ticket(s) submitted to Cash Receipts via email no later than 5:00 pm on Wednesday, December 16th in order to be posted for December 2020. 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 Monday, January 4th, 2021 in order to be posted in December 2020. MA Taxable: All items deposited at the bank through December 15th must have associated Deposit Form(s) submitted to Cash Receipts via email no later than 5:00 pm on Wednesday, December 16th in order to be posted for December 2020. Offices open for business December 16-31 must have associated Deposit Form(s) submitted to Cash Receipts no later than 5:00 pm on Monday, January 4th, 2021 in order to be posted in December 2020. |
|
Concur Reimbursements
Contact: |
Concur reimbursements submitted and approved by 5PM, on Monday, 12/14/20 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 12/14/20 and will change back to 10 days on 1/11/21. Please note, this extended approval time will only apply to reports created on/after 12/14/20. |
|
General Ledger / General Accounting
Contact: |
Any journals entered by 6:30 p.m. and journal feed files sent before 5:00 p.m. on Thursday, December 24 will be posted and included in the Thursday night data refresh. They will be reflected in HART and the Financial Data Warehouse on Friday morning, December 25. Any journals entered from 6:30 p.m. on Thursday, December 24 through 6:30 p.m. on Monday, January 4 will post Monday night, January 4 and be reflected in HART and the Financial Data Warehouse on Tuesday morning, January 5. Journal feed files sent during the winter recess will post on Monday night, January 4 and be reflected in HART and the Financial Data Warehouse on Tuesday, January 5. 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 in the next month to enter the necessary journal vouchers for the quarter. The subsequent 5 business days can only be used by the tubs' central offices to process entries. The two deadlines for processing DEC-20 activity are 9 o’clock on Friday, January 8, 2021, the day of the December 1st close, for the general population and 3 o’clock on Thursday, January 14, 2021 for the tub central finance offices. The second December close will occur on the morning of Friday, January 15. All results will be in HART and the Financial Data Warehouse on Saturday, January 16. |
|
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 5:00 pm on Friday, December 18, 2020. 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 31, 2020) will be processed on December 28, 2020. 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 27, 2020. You will have until 12:00 pm on Monday December 28, 2020 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 11th. 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 Wednesday December 16th. Please mailto:ufs_crt@harvard.edu. If received after this date the employee will receive an incorrect 2020 W2 Form. On cycle payroll checks dated December 31, 2020. Weekly and Bi-weekly paychecks dated December 31st will be mailed to the employees home address on file. |
|
PCard
Contact: |
Due to the winter recess, the December PCard sweeps originally scheduled have been adjusted as indicated:
|
|
Central Accounts Receivable
Contact:
|
Manually entered invoices completed in Oracle AR before 4:30 p.m. on Tuesday, December 15, 2020 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 Monday, January 4, 2021 when regular processing resumes, and will be reflected in reporting on Tuesday, January 5, 2021. Feeds submitted during the break should be given unique extensions so files are not overwritten.
|
