Finance
Holiday Schedule

Holiday Recess Schedules: Oracle Systems Availability, Adjusted Deadlines, and Support Services

The upcoming recess will see many Yale offices close at 5 p.m. on Friday, December 21, 2007 and reopen on Wednesday, January 2, 2008. The following is a brief summary of Oracle systems availability, adjusted deadlines, and support services related to this period.

General Information

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 by clicking here.

Please read on for information about specific areas.

Human Resources

Human Resources offices will be closed during the recess.

2007 HR Processing Cut Off Dates (for routine positions and postings)

Monday, December 17 Last date for receipt of approved job requisitions to Human Resources
Wednesday, December 19 Last date to guarantee extension of offers prior to recess
Saturday, December 22 Last job requisition posting date of 2007
Thursday, January 3 First job requisition posting date of 2008

Payroll Schedule and Important Information

Payroll

#

Period Ending

Paydate

Date Paper Forms Due in Payroll Office

Online Entries Due

Semi-Monthly

23

12/15/07

12/14/07

Mon, 12/03/07

Fri,  12/07/07, NOON

Semi-Monthly*

24

12/31/07

12/21/07

Thur, 12/13/07

Mon, 12/17/07, NOON

Monthly*

12

12/31/07

12/21/07

Mon, 12/10/07

Fri, 12/14/07, NOON

Pension

12

12/31/07

12/31/07

Mon, 12/17/07

Thurs, 12/20/07, NOON

Weekly

49

12/01/07

12/06/07

Fri, 11/30/07

Tues,12/04/07, NOON

Weekly

50

12/08/07

12/13/07

Fri, 12/07/07

Tues, 12/11/07, NOON

Weekly

51

12/15/07

12/20/07

Fri, 12/14/07

Tues, 12/18/07, NOON

Weekly*

52

12/22/07

12/27/07

Thur, 12/18/07

Mon, 12/24/07, 5PM

Bi-Weekly*

26

12/01/07, 12/08/07

12/21/07

Fri, 12/07/07

Wed, 12/12/07, NOON

Bi-Weekly

01

12/15/07, 12/22/07

01/04/08

Fri, 12/21/07

Wed, 12/26/07, 10AM

Weekly* 01 12/29/07 01/03/08 Wed, 1/2/08, 9AM Wed, 01/02/08, 10AM

*Indicates early pay dates and changes to cutoff dates

  • The Payroll Office will be open December 27 on a limited basis to distribute weekly checks only (see distribution hours below). Normal hours will resume on Wednesday, January 2, 2008.
  • Monthly and biweekly employees and semi-monthly students will be paid on Friday, December 21, 2007, 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 31, 2007 and will be sent through U.S. Mail in their normal manner.
  • Local 35 (excluding Medical School and Central Facilities- Physical Plant) weekly checks and deposit advices dated 12/27/07 (for the week ending December 22) will be available for pick up in the Lobby of 155 Whitney Avenue, between the hours of 9AM and 11AM on Thursday, December 27.  
  • 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 27.
  • Central Physical Plant will be distributed from James Street as usual.
  • Casual checks for December 27 will be mailed on their normal schedule.
  • Weekly checks or deposit advices not picked up on 12/27/07 may be picked up by department supervisors on Wednesday, January 2, 2008.
  • Salary advances and vacation advances that comply with University policy will be processed if received in the Payroll Department by end of business on Friday, December 7, 2007. 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 for mission critical emergencies only, by checking voice mail hourly from 8:00 a.m.-5:00 p.m. on the following days:

Monday, December 24
Wednesday, December 26
Thursday, December 27
Friday, December 28
Monday, December 31

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. All functional support (e.g., how to perform a certain function or about specific problem transactions) should be held until January 2.

The ITS Help Desk will be closed on Tuesday 12/25 and Tuesday January 1, 2008. If you need to report a mission critical University-wide server outage or a mission critical University-wide network outage, 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. Please be sure this is not a known issue posted on the ITS Systems Status web page at: www.yale.edu/its/status. Please refer to the ITS Data Center schedule for availability.

Normal schedules and services will resume on Wednesday, January 2.
If you have any questions, please call the ITS Help Desk at 785-3200 or 432-9000.

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 Friday night, December 21 and will not be loaded again until Wednesday 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:

Monday, 12/24/07 Computer Room closes at 6PM
Tuesday,12/25/07 (Christmas Day) Computer Room CLOSED
Wednesday, 12/26/07 Computer Room OPENS 7AM

The ITS Data Center will close on Monday, December 24th at 6PM and re-open Wednesday, December 26th at 7AM
New Years Schedule:

Monday, 12/31/07 Computer Room closes at 6PM
Tuesday, 01/01/08 (New Year's Day) Computer Room OPENS 8:30 AM

The ITS Data Center will close on Monday, December 31st at 6PM and re-open Monday, January 1 at 8:30 AM

Treasury Services

Location: 2 Whitney Ave, will be open for RIF drop off ONLY during the following times:

Wednesday, December 26, 2007 9AM-11AM
Thursday, December 27, 2007 9AM-11AM
Friday, December 28, 2007 9AM-11AM
Monday, December 31, 2007 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, 2007, at 4PM.

Procurement

Purchasing: Please approve and submit any paper Purchase Requisitions requiring 2008 purchase orders to Purchasing by December 7 with a clear note about their urgency. Every effort will be made to process all POs by December 21st.

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 requiring approval by Purchasing Services) will be reviewed on or after Wednesday, January 2, 2008. 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 2007 will take place on December 21st. All check requests that are legible, free of errors, and are received by 3:00 pm December 19 will be paid and mailed out promptly. Please submit other invoices to Accounts Payable by 3:00 pm December 14th.

The Expense Management System (EMS) and Web Invoice Payment will remain available during the recess. However, payment by Accounts Payable will be completed on or after Wednesday, January 2, 2008.

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 14th will be completed prior to the recess.

All EMS PCard and expense reports must be authorized by 3:00 pm Thursday, December 20, 2007. The JP Morgan Chase customer service phone number (800-316-6076), 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.