With the start of November, the holiday season will soon be upon us. SPA would like to remind grant administrators that the upcoming holidays will alter our work schedule. Plan ahead to avoid missing the SPA Internal Proposal Deadlines and the Provost’s 5-day deadline for proposals meeting Provost Criteria. 

As soon as you are aware of an upcoming proposal, please create the GMAS Request shell, even if you plan to complete the full shell at a later date. The creation of the GMAS shell will allow SPA to see the volume of proposals and plan for the appropriate SRA coverage. If you have any questions or concerns, please contact your SRA as soon as possible.    

 

SPA Internal Holiday Proposal Deadlines:  

 
Thanksgiving 

• Harvard Chan is closed Wednesday, 11/25/20 - Friday, 11/27/20 
• Submissions due to sponsors 11/25/20 - 11/27/20 are due to SPA no later than Friday, 11/13/20   

Winter Recess and beyond (through 1/12/21) 

• Harvard Chan is closed Monday, 12/21/20 - Friday, 1/1/21 
• Submissions due to sponsors 12/21/20 - 1/12/21 are due to SPA no later than Thursday, 12/10/20 

Reminder: If an NIH grant application due date falls on a federal holiday, the application deadline is automatically extended to the next business day.

 

B2P Deadlines:

 

• PO-related invoices (catalog and non-catalog orders) -To be posted in December 2020, due between 12/18/20 – 1/4/21, invoices 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.

• PR/NR related invoices - must be approved in B2P by 12/16/20 to pay by 12/16/20. Exception: If you are processing a wire, it must be approved in B2P by 5 PM, Friday, 12/11/20. 

Reminders:

• Send B2P PO-related invoices (non-catalog invoices) to AP_Invoices@harvard.edu
• Send HCOM invoices to AP_CustomerService@harvard.edu
• Do not send PR/NR-related B2P invoices to AP - they are systematically generated 

• B2P & HCOM: During the Winter break, electronic invoices will continue to arrive and be processed, generating system receiving e-mails. Users can also 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.

Concur Winter Recess Schedule:

 

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.

In order to accommodate the extended break, days to Approve before being returned to the employee 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.

PCard Winter Break Sweep Changes:

 

Due to the winter recess, the December PCard sweeps originally scheduled have been adjusted as indicated:

• Thursday, 12/17 will be moved to 12/16 at 3PM
• Thursday, 12/24 will be moved to 12/17 at 3PM 
• Thursday, 12/31 will be moved to 12/18 at 3PM

 

ADS Gifts Year-End Deadlines:

 

The Alumni & Development Services (ADS) 2020 Calendar Year-End Deadlines contains detailed information about handling calendar year-end gifts to the School. With so few people in the office, ADS strongly encourages donors to give online or send checks directly to the ADS lockbox.

Please review the memo and remember the following:

• For any gift checks you receive, please get in touch with me and always keep the postmarked envelope with the gift so the donor can receive 2020 tax credit. If the gift is sent via FedEx, UPS or a similar carrier, keep all tracking information with the envelope.
• If a donor asks where to send a check, provide them with the ADS lockbox address below that corresponds to shipping method. Gifts sent directly to the ADS lockbox are processed most efficiently.

Checks by U.S. Mail: Harvard T.H. Chan School of Public Health DBA President and Fellows of Harvard College P.O. Box 419209: Boston, MA 02241-9209

Checks by FedEx: Bank of America Lockbox Services President & Fellows of Harvard College Box 419209 2 Morrissey Blvd MA5-527-02-07 Dorchester, MA 02125

 

• Notify me of gifts expected via wire so that I can alert ADS which fund(s) the gift belongs in.
• If you receive a gift during the December break without a postmarked envelope, please scan the check, redact the account number, and email it to Emily Jeep Klingaman to prove it was in hand by December 31st.
• Should you receive any gifts upon return from break postmarked in December or earlier, please keep the envelope and notify me ASAP in January so I can work with ADS to get the donor a 2020 tax-deduction.

Please let me know If you have any questions.

Best, Casey

CASEY PALIULIS | Endowment, Gifts and Chart of Accounts Coordinator
Office of Financial Services | Harvard T.H. Chan School of Public Health
Landmark Center | 401 Park Drive | Floor 3 East | Boston, MA 02215
617-432-8081
paliulis@hsph.harvard.edu | OFS Site