Overview

COMMUNITY NOTIFICATION: Harvard University is closely monitoring the ongoing Coronavirus Disease 2019 (COVID-19) pandemic. If any deadlines change in response to the evolving situation, we will update the information as soon as we are notified by the associated department. The information herein is accurate as of April 16, 2020.

Harvard's fiscal year 2020 will end on Tuesday, June 30, 2020. As in the past, the University will close the books through a series of steps called "closings." Download a printable version of the Summary Schedule for FY2020 Transactions and Reporting. 

Please note the FY2020 year-end closing dates:

• First closing:                        Thursday, July 2nd
• Second closing:                   Friday, July 10th
• Third closing:                       Friday, July 17th

In the following paragraphs, you will find closing deadlines and submission information for these financial transactions:

• Accounts Payable
• Vendor Setup, Maintenance & Reactivation
• Credit Vouchers (Cash Receipts)
• Credit Vouchers (Validated Deposit Slips)
• Massachusetts Taxable Sales Deposits
• Foreign Check Deposits on Credit Vouchers
• Voided Checks
• Stopped Checks
• Escheat Checks
• Foreign Currency Drafts and Wires
• U.S. Wire Transfers
• ACH Payments (Benefits/Tax)
• Purchasing Card Sweeps
• Web Reimbursements Reports with Advance Settlements
• Concur Reports
• Central Accounts Receivable
• Journal Entries
• Interdepartmental Billings
• Cost Transfer Requests on Sponsored Funds
• Chart of Accounrts Maintenance Requests
• Year-end Reporting Guidance & Tips
• CAPS deadlines
• Fixed Assets

NOTE: In order to allow the tubs more time to process manual and spreadsheet (ADI) journal entries on the day of the first 3 closings, the manual/ADI journal entry deadline will be 2 p.m. Any journals uploaded to the General Ledger by 2 p.m. will be included in that close and will be available in the HDW the next day.

In addition, in order to provide the tubs with more timely information during the FY2020 year end, there will be three additional data refreshes to the Data Warehouse (HDW):

• Sunday night, June 28th
• Sunday night, July 5th
• Sunday night, July 12th

June journals entered after the Friday, June 26th nightly processing and before 6:30 p.m. on Sunday, June 28th will be in the HDW on the morning of Monday, June 29th. June journals entered after the 2 p.m. deadline on the Thursday of the first close and Friday of the second close and before 6:30 p.m. on the following Sunday night will be posted and reflected in the HDW on Monday morning. Note that there will not be a data refresh on Sunday, July 19th after the third close. Any regular invoice batches and invoice imports that have been processed by the Accounts Payable department from Friday, June 26th through Sunday, June 28th will be uploaded on Sunday evening June 28th and reflected in the HDW on Monday morning, June 29th.

These are the Central Financial Administration deadlines. Since some departments have internal deadlines that may be earlier than these, you should check with your local tub financial office to obtain any departmentally defined deadlines.

We are expecting high reporting demands during the year-end closings so we have included in this newsletter some reporting tips to help improve the efficiency of running reports and reduce the time required to run those reports.

... Read more about Fiscal Year-End 2020 Deadlines

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.

Starting Monday, July 8, the front and rear doors of 1033 Massachusetts Avenue will be locked 24/7 and accessible only with a Harvard University ID (HUID).

Anyone with an HUID will have card access to the building through both doors between 7:00 a.m. and 7:00 p.m. All building tenants will have 24/7 HUID card access.

• Tap readers will be installed in place of card readers – this should be helpful to those who carry HUID’s in their wallets and will not need to be removed when you enter the building.
• A new intercom system will be installed at the front door. Non-Harvard visitors and deliveries will be able to place a call to the appropriate destination for building access. New signage will be displayed to help visitors with the intercom system.
• Harvard staff who frequently attend meetings at 1033 are encouraged to carry their HUID with at all times.

Thank you for your cooperation. If you have any questions or concerns, please contact our Property Manager, Cheryl Burley.

The Nonresident Alien Tax Compliance Office will host an information session for Harvard affiliates on Wednesday, August 21 from 10:30 a.m.-11:30 a.m., Forum Room at Lamont Library

Designed to provide assistance with the onboarding process and making payments to nonresident aliens.

This session will include an overview of the nonresident alien setup process, an overview of GLACIER online tax classification tool, helpful tips, and Q&A.