1. FY18 Year End Review Bob Daley, Nancy Guisinger, Stephanie Nasson
FAS Office of Finance/Admin Ops
June 2018

2. General Reminders for Invoices/Reimbursements Stephanie Nasson
Today’s Agenda
General Reminders for Invoices/Reimbursements
Stephanie Nasson
Fiscal Year End Reminders
Nancy Guisinger
Payroll Updates
Bob Daley

3. General Reminders for Invoices/Reimbursements
HUBS: An Introduction
General Reminders for Invoices/Reimbursements

4. Important Dates Concur Reports Submitted and Approved
HUBS: An Introduction
Important Dates
June 25
Concur Reports Submitted and Approved
June 28
FY18 Invoices to AP
July 2
Final FY18 PCard sweep
July 5
AP Invoice Data in OBI
July 13
AP Accrual deadline to FAS Finance 4

5. General Reminders for AP
HUBS: An Introduction
General Reminders for AP
Submit FY18 payments & reimbursements in a timely manner; contact ASAP for assistance
ALL Invoices MUST be in AP by Thursday June 28th at 5:00 p.m.
Hold FY19 payments & reimbursements until after FY18 has closed
Transfer all low dollar, high volume transactions to PCard (FedEx, Data Shredder, Poland Spring)
When an invoice is not provided, use the “In Lieu of” form
Be mindful of additional PCard sweeps during the year end close
Review the ‘Receiving’ tab in HCOM to confirm FY18 POs have been received.
Review holds report, contact AP Customer Service to request release of invoice payment 5

6. Committed Funds Dashboard
HUBS: An Introduction
Committed Funds Dashboard
Not just for FY End!
Unbilled Items (“Quantity Received” > “Quantity Billed”)
Contact vendor for invoice copy and mail to AP
Invoices on hold (“Unposted Amt” > 0)
Holds report for reason, contact AP to release invoice payment
Unspent POs/Remaining Balances (“Open Commitment” > 0)
Confirm if PO can be closed/cancel, contact AP to close PO
Payment Requests (PR), Nonemployee Reimbursements (NR), Employee Reimbursements (WR) – should only appear for a few days 6

7. Committed Funds Dashboard Tips
HUBS: An Introduction
Committed Funds Dashboard Tips
Report DOES NOT show POs where invoices are on hold only for price – Items to be received or credit to be processed
Sort and remove the following:
Amounts less than a dollar
FedEx App POs
BCD Transactions with minimal amounts remaining
Foreign Wire Transfer balances
Posted Amount = 0
Nothing was processed (lost in the mail, never turned in, processed against something else)
Marketplace PO Receiving Amount = 0
Nothing was received. If this true, please follow up with vendor
AP Customer Service to close out POs, and WRs - 7

8. Recognize Cash Received
HUBS: An Introduction
Recognize Cash Received
Cash can come in as check, cash, wire transfer
To deposit checks and cash, use the Credit Voucher form
Remember to use separate vouchers for cash and checks!
Cash Receipts Office is located at 1033 Mass Ave., 2nd floor.
Questions related to coding can be directed to Miguelina Rodriguez, x6-6238 8

9. Unclaimed Wires Dashboard in OBI
HUBS: An Introduction
Unclaimed Wires Dashboard in OBI
Unclaimed Wires Dashboard in Cash Management section
Look for receipts from external parties related to your department. While you may be expecting a check, the vendor may have paid via wire
Claim wires as funds are received
To claim a wire, Cash Receipts and provide the following information to process the income transfer:
Receipt number (IW#) and receipt date
Actual amount of the wire
Complete 33 digit string of coding
Description of wire to be recorded on GL
Reimb from XXX for J. Smith travel 4/1-4/15 (code to expense)
Refund from XXX for overpmt of invoice XXX (code to expense)
Income from XXX for rent Jan-Mar (code to income)
• It is the responsibility of the School/Unit to be on the lookout for expected funds
• Cash Receipts does not contact department when a wire is received
• Cash Receipts’ objective is to post all wires claimed to GL within 48 hours of receipt of an claiming funds
Check deadline 9

10. HUBS: An Introduction
Best Practices
Review Budget to Actuals for current fiscal year in OBI:
Budget and Actual Comparison
GL Account Monitoring
If you are a Service Center, ensure your Internal Billings are up to date
Can be processed through the second close (Friday, July 2:00 p.m.)
Save the envelopes for gifts received though the U.S. mail for proof of receipt of late June gifts. Please include the envelope when sending gifts to the ADS for processing.
Gifts postmarked after June 30, 2018 will be processed as FY19 donations. 10

11. Fiscal Year End Reminders
HUBS: An Introduction
Fiscal Year End Reminders

12. HUBS: An Introduction
Here we go…………… 12

13. Journal Entry Best Practices
HUBS: An Introduction
Journal Entry Best Practices
Use TLX Macro Spreadsheet for all reclass entries
Check Web ADI Journal Template version
Latest version is 1/25/18
Review journals prior to submission for coding, amount and policy compliance
Journal submission deadlines:
Close
To finjrnl
Posted in GL
1st Close
July 5th by Noon
July 6th
2nd Close
July 12th by Noon
July 13th
FCOR, Museums, IFI
July 17th by Noon
July 17th
Affiliate Tubs
July 18th by Noon
July 18th
TLX Clinic…. Wednesday 13th 1 to 2:30 and Thursday the 28th 10 to 12 13

14. HUBS: An Introduction
Year End Accruals
Accruals: to recognize goods/services received in FY18 that have not been paid for in FY18
FAS Finance will send out a blank template to all Department contacts on July 9th
Departments add invoice information and return template with copy of invoice to FAS Finance. Accruals will be posted daily.
FAS Finance will send out information related to Invoices posted in FY19 with invoice dates in FY18 to affected Departments on July 11th.
Departments indicate if the lines should be accrued and return template to FAS Finance. Accruals will be posted daily.
Last day for Accruals is Friday, July 13th at 4pm.
FAS Finance will continue to monitor FY19 expenses through 3rd close and will work with affected Departments as necessary
NO PAYROLL TRANSACTIONS, SPONSORED FUNDS or INTERNAL TRANSACTIONS
Example… you receive an invoice on June 29th for services provided in June. The AP deadline is passed, so set it aside, and include the information on the template that you receive on July 9th and send to FAS Finance… you don’t have to wait until it gets to AP and shows on the information we send on the 11th.
You are in control! 14

15. Year End Accruals Template
HUBS: An Introduction
Year End Accruals Template 15

16. HUBS: An Introduction
Check your Balances
Review fund balances and move expenses to clear deficits. Fund Management Dashboard helps identify deficits.
Identify funds with zero/low dollar balances and spend down/close funds. Write off gift balances +/- $50 via Journal Entry
Review Centrally-controlled funds to ensure charges are correct:
000760, , , , ,
Gift Expenses incurred in June will be assessed the Gift AEA in June financial results.
Transactions through
Assessed on
July 4th
July 5th
July 8th
July 9th
July 15th
July 16th
July 18th
July 19th 16

17. How to Write Off a Gift Balance +/- $50
HUBS: An Introduction
How to Write Off a Gift Balance +/- $50
If a restricted gift fund is no longer being used and every effort has been made to spend a positive balance to zero, the balance can be written off using object code 7765, Fund Balance Write-Offs.
The balance can be a deficit or surplus of up to $50.00
These balances should be transferred to the fund. If this fund is not available, use a general Unrestricted Designated fund.
Example of a write-off entry for a fund with a positive balance:
DR Tub-Org XXXXX XXXX-XXXXX
CR Tub-Org XXXX-XXXXX
If you have a fund with a negative balance, then your entry will be the reverse of the example above
Please contact Linda Kuros x ) if you believe you have a situation that warrants a write-off 17

18. Chart of Accounts Cleanup
HUBS: An Introduction
Chart of Accounts Cleanup
Review your department’s chart of accounts for unused chart values
Once the account has a zero balance, a determination by the Department should be made to keep the account open or to close it
To close UD funds, Activity, SubActivities, Roots – contact FAS Applications Security
Closing a Gift Fund
If the fund terms are general and there’s a possibility that future gifts will be received, it’s permissible to keep the account open
If additional gifts will not be received, it’s best to close the account
To close a Gift Fund contact Keith Bitely x6-8832) with the following information:
Tub
Fund name and number
Confirmation that the Fund balance is $0.00 18

19. Capital Assets / Oracle Assets
HUBS: An Introduction
Capital Assets / Oracle Assets
Science Depts – Jess McCall and Connor Crowley from the Capital Assets Team are scrubbing the data (purchases coded to 68xx) sitting in Mass Additions within Oracle Assets. They are reaching out to departments to gather additional information. Please respond to them quickly so they have time to do their work in the system.
Non Science Depts and Affiliate Tubs - All items sitting in Mass Additions must be cleared prior to Year-End
Questions regarding Oracle Assets?
Contact Maria Geovanos, x 19

20. AP Adjustment Form (for Equipment)
HUBS: An Introduction
AP Adjustment Form (for Equipment)
Capital equipment coding corrections
The purpose of the form is to correct any errors within the 33-digit G/L coding for equipment charged to the 68xx series
AP Adjustments Forms must be entered into HCOM by June 27th at 5pm
AP Adjustment Forms must be Approved in HCOM by July 2nd at 12pm
If you are aware of adjustments now, please start processing now
Do NOT journal corrections involving 68xx!
Questions on how to use the form?
Please contact Maria Geovanos, x 20

21. & lots of other information
HUBS: An Introduction
How to…
Clear a gift fund deficit :
To accept a credit card as payment (one time or ongoing):
To deposit a check or cash:
& lots of other information 21

22. HUBS: An Introduction
Relax, it will be okay 22

23. Year End Review Payroll
HUBS: An Introduction
Year End Review Payroll

24. Payroll Year-End Review and Reminders
July 1 Reappointments and New Appointments
Year End Payroll Posting Dates, Accruals and Paycheck Details
7/1/18 Salary Increase Schedule
Payroll Salary Defaults
Absence Management Year-End Reminders
FY18 Floating Holiday Balances to Expire on 6/30/18
Harvard Student Summer Object Code Change
Students – MA Sick Time Law

25. July 1 Reappointments and New Appointments
PeopleSoft Auto-Term is scheduled to run on Saturday, June 30th terminating all appointments with a June 30, 2018 end date.
All FY19 reappointments must be completed and approved in Asperin/Aurora by Monday, June 18th to ensure that they are uploaded/direct submitted to PeopleSoft prior to the auto-term running.
Any reappointments received and processed after the auto-term runs will fail because we cannot reappoint on a terminated position.
Inadvertently terminating a position may have an impact on employee benefits.

26. July 1 Reappointments and New Appointments
Please take special note of reappointments for Research and Emeritus Professors who have annual paid appointments. If they are inadvertently terminated, it will affect their retirement benefits.
Review and monitor your current scheduled Term Appointments by running the Appointment Listing report in AURORA.
New 7/1/18 appointments should be entered into Asperin/AURORA as soon as possible to avoid system and building access delays.

27. Year End Payroll Posting Dates and Paycheck Details
Pay Run ID
Pay Frequency
Check Date
Pay Period
BW063018
Bi-weekly
7/6/18
6/17/18 – 6/30/18
WKLY063018
Weekly
6/24/18 – 6/30/18
The weekly and biweekly paychecks paid to employees on Friday, July 6 is for work performed from June 17 – June 30. 
This payrolls comprises FY18 work in its entirety.
The check itself will be posted to the General Ledger as a 6/30/18 entry.  No accrual entry will be necessary. 

28. 7/1/18 Salary Increase Schedule
Exempt employees receiving a 7/1/18 increase can expect the following:
First Check in July
7/6/18 (Pay period 6/17 – 6/30/18)
Bonus-in-lieu:
7/6/18
First Full Check at New Rate:
7/20/18 (Pay period 7/1– 7/14/18)
Monthly employees receiving a 7/1/18 increase will see the full amount reflected in their 7/31/18 paycheck.

29. Payroll Salary Defaults
FAS Payroll will be providing a list of all employees from your department or center currently in default that require a journal transfer.
Payroll default account review for activity can be found by running the GL Account Monitoring report in OBI.
A Transaction Listing report will provide the detail of individual employee payments that must be corrected.

30. Payroll Salary Defaults
Select your department’s ‘Student/Temp’ PeopleSoft department number, not the ‘Parent’ number.
Costing for all students hires should include the following earnings codes (Earn Code):
Regular (Leave Earn Code blank)
OTP – Overtime Premium
WST – Enter even if the student is not currently work-study eligible
Enter the % Distribution (One line of costing must have 100% entered. Multiple lines must add up to 100%)

31. Absence Management Year-End Reminders
HUBS: An Introduction
Absence Management Year-End Reminders
All reported paid time off for FY18 through June 30, 2018 must be approved by 3:00pm, Thursday June 28th.
This will ensure accurate reporting of the University's vacation liability and full reimbursement as we close out the year.
Please take a moment to review any new or outstanding requests and take the appropriate action.
Absence Management has been updated to Fluid pages and has a new look and additional mobile capabilities.

32. FY18 Floating Holiday Balances to Expire on 6/30/18
All floating holiday balances expire at the end of each fiscal year.
Any unused floating holiday time will be forfeited.
Employee balances are eligible for payout upon transfer or termination only.
We encourage you to run the Comp Time Balance report in PeopleSoft to view floating holiday balances by Time & Labor group(s) or by individual employee.
Employees can view their balances in both Time & Labor and Absence Management.

33. Harvard Student Summer Object Code Change
On Sunday, May 27th, Harvard students in object code 6110 changed to 6120 and FICA eligible status.
The Temp fringe rate will be applied to object 6120.
There is no change to the student job code and eligible returning students will automatically be returned to object code 6110 in September.
Student Temps will be eligible to accrue and use sick time per MA Sick Time law guidelines during this period.

34. Resources General Information Access to HU Systems
HUBS: An Introduction
Resources
General Information
Year End Web Site
Access to HU Systems
Accounting Questions
Maria Geovanos: x5-9107
Miguelina Rodriguez: x6-6238
Rebecca Solari: x6-1810
Procurement & Reimbursement
Andry McFall: x6-4692
Journals
Gifts and Endowments
Linda Kuros: x6-3934
Keith Bitely: x6-8832
Claim a wire 34