Winter Recess Schedules for Accounts Payable and Reimbursement & Card Services,

November 19, 2015

Please note: a complete list of all administrative systems affected by the winter recess will appear in the December 3, 2015 edition of eNews.

Accounts Payable Winter Recess Schedule

  • Approved vendor invoices that need to be paid by January 1, 2016 (rent, utilities, etc.) must reach AP at 1033 Mass Ave. by 5 p.m. Monday, December 14.
  • Invoices already in the AP system that come due between December 24 and January 5, 2016 based on their payment terms, will be paid on Tuesday, December 22, 2015.
  • Approved vendor invoices to be posted in December 2015 must reach Central Accounts Payable at 1033 Mass Ave. by 5 p.m. Wednesday, December 16. 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 12/18/15 will have a check available for distribution on 12/22/15.
  • 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 9th.

Reimbursement and Card Services
Winter Recess Schedule

  • PCARD Due to the winter recess, the December PCard sweeps originally scheduled have been adjusted as indicated  below:
    • Thursday, December 10, 2015 will be moved to Wednesday, December 9 at 3:00pm
    • Thursday, December 17, 2015 will be moved to Thursday, December 10 at 3:00pm
    • Thursday, December 24, 2015 will be moved to Wednesday, December 16 at 3:00pm
    • vThursday, December 31, 2015 will be moved to Thursday, December 17 at 3:00pm 

Please note:  Due to system constraints, the December 31st sweep (which has been moved to December 17th) will not be changed in the system until the morning of the sweep (December 17th).  The December 17th sweep will include transactions loaded between December 11 – December 17, 2015.  Please plan to review these transactions by 3pm on Thursday, December 17th.

  • REIMBURSEMENTS/CITIBANK
    • Reimbursements, including Citi Direct Pays received at 1033 Mass Ave, 2nd floor by 5pm on Monday, December 14 will be processed before the winter break.
    • Reimbursements, including Citi Direct Pays received after this time will be posted in January.