Learn the policies & processes

• Attend training offered by OFS, Faculty Assistant Program, and Harvard's CTD to learn about using financial systems and financial policies.
• Understand Harvard's Chart of Accounts to charge/credit transactions to the proper faculty account coding.
• Understand HKS and Harvard policies and guidelines regarding payment to vendors and reimbursement to individuals.
• If required to handle travel arrangements, understand Harvard's policies on business travel.

Make purchase & process payment & reimbursement

• Purchase office supplies through Harvard's preferred vendors.
• At faculty's request, arrange for business-related travel.
• Obtain receipts or other required documentation from faculty or vendor to support request for payment.
• Prepare payment to vendors and reimbursement to individuals drawing from appropriate faculty accounts using Harvard's Web Voucher, PCard, and GE Corporate Card systems.
• Settle PCard transactions each week before the regular sweep on Thursdays at 4 p.m.; sweep date may change due to holidays & fiscal year end.
• Before processing payment to an account in deficit, consult with OFS.

Communicate and report on financial accounts

• When applicable, remind faculty of financial policy requirements.
• If faculty account funds are low or in deficit, alert the faculty member.
• If your position is Grade 53 or higher, provide faculty with monthly reports of account balances and transactions using AWS2; prepare journal voucher to correct any miscoding or to reallocate expenses.
• In case of possible financial violation, seek guidance from OFS staff or Kim Harris.
• When the need arises (overflow, general help), request assistance from financial support people.