What's New | Forms| Policies | Directory | Training | Fiscal Facts | FAQs | Links

OFFICE OF FINANCIAL SERVICES FAQs

• Payroll
• Travel Policy and Reimbursements
• Web Voucher
• FY2008 Month End Closing Schedule
  

Payroll 

Harvard's PeopleSoft system provides faculty and staff with self-service tools to view personal and paycheck information, enter time worked, and approve time for others. 

Q. How do I get a personal identification number (PIN) to log onto PeopleSoft?

On line instructions are available at:

http://www.pin.harvard.edu/login-help.shtml#registration

Q. How do I use PeopleSoft to record my hours and view my paycheck? .

On line instructions are available at

HARVie Intranet site

Q. Who is my PeopleSoft time Approver?
If you are unsure who your time approver is, please contact your direct supervisor who is typically set up to approve your time in Peoplesoft. Additional questions regarding approvers and back up approvers can be directed to the Office of Human Resources at 5-1140.

Q. How do I get paid if I'm a student?

Go to the Office of Human Resources site web page for Student Employees. Instructions, forms, and schedules of timesheet due dates are posted there.

Q. Who are the contact people in HKS Payroll?

Harvard Central Payroll has a common Payroll question and answer list that may first help you to resolve or pinpoint the source of your payroll problem. See Who to Call with Your Payroll Questions at:

http://vpf-web.harvard.edu/ofs/payroll/emp_hel.shtml

The following individuals are responsible for the Kennedy School payroll:

Web Voucher Questions


Q.  Can I set default account coding and approver information for web vouchers that I prepare?

Yes.  In the General Preferences section of the web voucher main menu, you can set the  default account coding and approver information.

Q.  Do I have to list the names, title and company of every attendee for an "Entertainment/Business Meals" expense type?

No.  However, we ask that the information in the description explain the relationship of the attendees to Harvard University to substantiate the business purpose.  Some acceptable attendee entries include:  Psychology Financial Office Staff, Economics 101 students, Confidential Faculty Recruit, Confidential University Donor, Bob Jones - potential donor, 50 workshop attendees, etc.

The distinction needs to be made between meals while traveling on Harvard business and "entertainment/business meals" since the University requires more information for the IRS for the entertainment/business meals (i.e. the names of the persons entertained, etc.).

Q.  A reimbursee has asked me to process reimbursement for an expense that looks to me like a personal expense, not a business expense.  What should I do?

Consult the list of "unallowable" expenses contained in the attachment to the document that opens when you click on this link icon: See Appendix A for Personal and Unallowable Expenses.  If the type of expense appears on the list as unallowable, or as allowable only with the approval of the HKS Financial Dean, you should ask the reimbursee if he/she wants you to proceed.  If so, consult your approver, or Connie Mugnai in OFS for advice.

Q.  I do not have the original receipt for an expense item of $65.  What is the receipt requirement for expense items (including P-Card, GE Corp. Card, and reimbursement items) submitted to the Office of Financial Services for proper payment?

Original receipts are required for all expenses of $75 and above with 2 exceptions:
1.  Original receipts are required for airfare and hotel lodging, regardless of dollar amount.
2.  Original and detailed receipts are required for meals of $25 and above.

Q.  Accounts Payable at Holyoke Center returned a Web Voucher payment to me stating that I had too many line items.  What is the line item limit for Web Voucher payments?

The line item limit for Web Voucher payments is 10 lines. Vouchers with more than 10 lines will be sent back from Accounts Payable.  However, Corporate Card and Reimbursements payments may have more than 10 line items.

Click here for more FAQ's regarding the web voucher system.

Travel Policy and Reimbursements


Q.  What the difference between a meal expense incurred while traveling and an entertainment/business meal?

A meal expense is incurred when you are eating alone while traveling.  Entertainment/business meal implies that more than one person was present.  In this case, you will need to provide a list of attendees and identify the business purpose for each entertainment/business meal.

Q.  Can the School reimburse a faculty or staff member for the cost of home or remote access to the Internet?

A reimbursement for expenses paid to an Internet Service Provider (ISP) may be made without generating taxable income to the reimbursee only if we satisfy stringent IRS guidelines. In brief, the expense must be "necessary" for the individual's work. The convenience of being able to work at home is not adequate justification. Instead, the test is whether the individual would be unable to perform key job responsibilities without remote Internet access.

The Kennedy School will make tax-free reimbursements to faculty or staff members who need remote access because of extensive travel on behalf of the school, or another business necessity. Before these reimbursements can be made, the HKS Financial Office must have on file a certification that explains the business need for remote Internet service. The certification will need to be made: for a faculty member, by the faculty member, or for a staff member, by the associate dean or research center director to whom the staff member reports. 

FY2008 Month End Closing Schedule

Q. What are the dates for closing and when are variance reports due?

A. Go to ABLE and view the FY2008 Month End closing schedule link and print it out. Variance reports with written or verbal explanations are due on the 12th business day of the month.

Copyright 2008 - President & Fellows of Harvard College. 
Reporting copyright infringements.
Send comments & suggestions regarding website to our Web Administrator.