Finance
Holiday Schedules

Holiday Recess Schedules

The upcoming recess will see many Yale offices close at 5 p.m. on Thursday, December 21, 2006 and reopen on Tuesday, January 2, 2007. The following is a brief summary of Oracle systems availability, adjusted deadlines and support services related to this period.

In general:

Details of all schedule changes, deadlines and release dates can be found on the "Oracle Production" Meeting Maker calendar, to which most business managers should have proxy access. If access is needed, contact ga.usersupport@yale.edu. You may also view the calendar at the General Accounting Services' website: www.yale.edu/finance/ga/index.html

Please read on for information about specific areas.

Human Resources
Human Resources offices will be closed during the recess.

2006 HR Processing Cut Off Dates (for routine positions and postings)

December 14 (Thur) Last date for receipt of job requisitions in Comp. & Class

December 15 (Fri) Last date to guarantee extension of offers prior to recess

December 21 (Thur) Last job requisition posting date of 2006

January 3 (Wed) First job requisition posting date of 2007

Payroll Schedule and Important Information

Payroll

#

Period Ending

Paydate

Date Paper forms due in Payroll Office

Online Entries Due

Semi-Monthly

23

12/15/06

12/15/06

Tue, 12/5/06

Fri,  12/8/06, NOON

* Semi-Monthly

24

12/31/06

12/21/06

Tue, 12/12/06

Fri, 12/15/06, NOON

* Monthly

12

12/31/06

12/21/06

Mon,12/11/06

Thu, 12/14/06, NOON

Pension

12

12/31/06

12/29/06

Fri, 12/15/06

Wed, 12/20/06, NOON

Weekly

49

12/02/06

12/07/06

Mon, 12/04/06

Tues,12/05/06, NOON

Weekly

50

12/09/06

12/14/06

Mon, 12/11/06

Tues, 12/12/06, NOON

Weekly

51

12/16/06

12/21/06

Mon, 12/18/06

Tues, 12/19/06, NOON

*Weekly

52

12/23/06

12/28/06

Thur, 12/21/06

Tues, 12/26/06, 9AM

*Bi-Weekly

26

12/02/06
12/09/06

12/21/06

Mon, 12/11/06

Wed,12/13/06, NOON

Bi-Weekly

01

12/16/06

12/23/06

01/05/07

Thur, 12/21/06

Tue,12/26/06, NOON

*Indicates early pay dates and changes to cutoff dates

• The Payroll Office will be open December 28 on a limited basis to distribute weekly checks only (see distribution hours below). Normal hours will resume on Tuesday, January 2, 2007.

• Monthly, biweekly and weekly employees and weekly and semi-monthly students will be paid on Thursday, December 21, 2006, the last day prior to the Holiday Recess. These checks will be distributed in the usual manner. Due to the holiday schedule, the Payroll Office will not provide any special handling of checks during this period.

• Pension checks will be dated December 29, 2006 and will be sent through U.S. Mail in their normal manner.

• Local 35 (excluding Medical School) weekly checks and deposit advices dated 12/28/06 (for the week ending December 23) will be available for pick up in the Lobby of 155 Whitney Ave., between the hours of 9AM and 11AM on Thursday, December 28. Employees must provide photo identification to pick up checks and deposit advices.

***PLEASE NOTE***NO EMPLOYEE MAY PICK UP CHECKS/DEPOSIT ADVICES FOR OTHER INDIVIDUALS.

• BS&O Management will distribute Medical School Local 35 checks and deposit advices to departments as usual on December 28.

• Casual checks for December 28 will be mailed on their normal schedule.

• Weekly checks or deposit advices not picked up on 12/28/06 may be picked up by department supervisors on Tuesday, January 2, 2007.

• Salary advances and vacation advances that comply with University policy will be processed if received in the Payroll Department by end of business on Monday, December 4 2006. Due to production timing issues, Payroll will not be able to process any advances received after this date. Please remember, Vacation Advances are not granted for the recess period.

ITS Help Desk
The ITS Help Desk (5-3200 and 2-9000) will be available to staff members for emergencies only, by checking voice mail hourly from 8:00 a.m. – 5:00 p.m. on the following days:

Friday, December 22
Monday, December 25 – closed
Tuesday, December 26
Wednesday, December 27
Thursday December 28
Friday, December 29
Monday, January 1, 2007 - closed

Emergencies are to report server and network problems (e.g., one of the Oracle applications is down, you can't access anything on the network or a virus intrusion). Please check the ITS Systems Status page for any known problems or system outages: http://www.yale.edu/its/status/. Problems other than network and server downtime, including all functional support (e.g., how to perform a certain function or about specific problem transactions) should be held until January 2. Normal schedules and services will resume on Tuesday, January 2.

The ITS Help Desk will be closed on Monday, December 25 and Monday, January 1, 2007.  If you have an emergency during this time, you may call the ITS Help Desk at 785-3200 or 432-9000 and choose option #2. You will then be transferred to ITS Data Center Operations.

If your emergency requires a visit to your office or lab, we will assign it to a Desktop Support technician, who will schedule a visit between 8am and 5pm on the following days:

Friday 12/22
Monday 12/26 through Friday 12/29

Normal schedules and services will resume on Tuesday, January 2.

Data Warehouse, Web Reporting and Budgeting Systems
Data Warehouse, Data Warehouse Portal, Grant Budget and central Department Plan systems will be available in unattended status during the winter recess, December 22 through January 1. Data will be loaded Thursday night, December 21 and will not be loaded again until Tuesday night, January 2. If you encounter Data Warehouse or web reporting problems please report them to the Help Desk. Problems that can be corrected by on-site systems staff will be addressed right away and other problems will be logged for research and resolution beginning January 2.

General Accounting
Limited JSA and Labor Distribution postings will occur during the recess. Problems reported to ga.usersupport@yale.edu will be addressed on January 2.

ITS Data Center

Schedule for the Christmas/New Years Holiday

Christmas Schedule:

12/24/06 Sunday Computer Room closes at 6:00pm.
12/25/06 Monday ( Christmas Day) Computer Room CLOSED.
12/26/06 Tuesday Computer Room OPENS 07:00am.

The ITS Data Center will close on Sunday, December 24th at 06:00pm and re-open Tuesday, December 26th at 07:00am.

New Years Schedule:
12/31/06 Sunday Computer Room closes at 6:00pm.
01/01/07 Monday ( New Year's Day) Computer Room OPENS 08:30am.

The ITS Data Center will close on Sunday, December 31st at 06:00pm and re-open Monday, January 1 at 08:30 am.

Treasury Services
Treasury Services, located at 2 Whitney Ave, will be open for RIF drop off ONLY during the following times:

Friday, December 22, 2006 9AM-11AM
Tuesday, December 26, 2006    9AM-11AM
Wednesday, December 27, 2006 9AM-11AM
Thursday, December 28, 2006    9AM-11AM
Friday, December 29, 2006 9AM-11AM

During recess the Cashier Window at Treasury Services will be closed. No petty cash reimbursements, advances or distribution of coin will be made. Please submit all your requests to Treasury prior to December 21, 2006, at 4PM.

Procurement
Purchasing: Please approve and submit any requisitions requiring 2006 purchase orders to Purchasing by December 8 with a clear note about their urgency. This includes SciQuest requisitions over $10,000 that require Purchasing review and approval.  Every effort will be made to process all POs by December 21.

SciQuest will remain available during the recess. However, requisitions that require review and approval by central units (e.g., radioactive or hazardous materials by OEHS; requisitions over $10,000 by Purchasing) will not be reviewed until Tuesday, January 2, 2007. Also, receiving locations are generally closed during the break.

Accounts Payable: The Accounts Payable drop off and pickup window (at 155 Whitney, 1st floor) will be closed during the recess. The last check run of 2006 will take place on December 21st. All employee reimbursements and check requests that are free of errors and are received by December 18 will be paid and mailed out promptly.  Please submit other invoices to Accounts Payable by December 14.

The Expense Management System (EMS) and Web Invoice Payment will remain available during the recess. However, payment by Accounts Payable will not be completed before Tuesday, January 2, 2007.

The Vendor Compliance Unit and Electronic Commerce (VIP and PCard) offices will be closed during the recess. Vendor setup requests received by the VCU (vcu@yale.edu) by December 15th will be completed prior to the recess.

All PCard files must be authorized (in SWAP) by 3 PM Thursday, January 4, 2007, the day before the JSA closes. The Bank One customer service phone number (800-316-6066), which is printed on the back of the purchasing card, is available 24 hours a day, seven days a week, including Christmas day, to answer purchasing card questions.