Many Offices Closed, Services Limited for Winter Recess

The upcoming recess will see many Yale offices close at 5:00 p.m. on Friday, December 21, and reopen Wednesday, January 2. The following is a brief summary of systems availability, adjusted deadlines, and support services related to this period.

Payroll Schedule and Important Information

The Pay Schedule contains detailed information about closing and pay schedules.

• The Payroll Office will be open Thursday, December 27, on a limited basis to distribute weekly Clerical and Technical (CT) and Service and Maintenance (SM) checks only (see distribution hours below). Normal hours will resume on Wednesday, January 2.
• For consideration, quickpay requests must be received by no later than noon on Monday, December 10.
• Monthly faculty and staff and semi-monthly students will be paid on Friday, December 21, the last day prior to the holiday recess. Weekly employees will be paid on December 20. 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.
• CT and SM weekly checks and deposit advices dated December 27 (for the week ending December 22) will be available for pick up in the Lobby of 344 Winchester Ave, between the hours of 9:00 a.m. and 11:00 a.m. on Thursday, December 27.
• Employees must provide photo identification to pick up checks and deposit advices. NO EMPLOYEE MAY PICK UP CHECKS/DEPOSIT ADVICES FOR OTHER INDIVIDUALS.
• Casual checks for Thursday, December 27, will be mailed on their normal schedule.
• Weekly checks or deposit advices not picked up on Thursday, December 27 will be distributed in their normal manner on Wednesday, January 2.
• In order for overpayment credits to be reflected on 2012 tax forms, payments and/or checks must be received in the Payroll Office by Friday, December 28.
• In advance of tax form distribution, please encourage your staff members to use My Pay and Info to verify their personal information, including mailing address. In addition, please remind staff that if they have updated their Social Security numbers they must provide the updated information to payroll.taxforms@yale.edu.

STARS/Recruiting and Hiring

Please refer to the following schedule when requesting requisition creation, posting job requisitions, processing temporary employment requests or extending offers to candidates before and after the holiday recess:

Tuesday, December 18:

• Last date Staffing can accept approved L35 job requisitions to meet the posting deadline of  Wednesday, December 19 (Posting Period End Date of January 14)

Wednesday, December 19:

• Last date to extend offers prior to the recess period
• Last date Staffing can accept approved job requisitions to meet the posting deadline of December 21 (all positions other than L35)
• Last opportunity to return Requisition Submittal and Temporary Data Collection Forms for processing before the recess period (deadline of 12:00 p.m.)

Friday, December 21:

• Last job requisition posting date of 2012

Thursday, January 3:

• First job requisition posting date of 2013

Data Warehouse, Web Reporting and Budgeting Systems

The Data Warehouse and Data Warehouse Portal will be available in unattended status during the winter recess, Monday, December 24, through Tuesday, 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 ITS 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 Wednesday, January 2.

General Accounting

During the recess period end users will be able to enter and authorize Labor Distribution Adjustments and journal entries (JSA’s). Central processing of these batches will occur on Wednesday, January 2. Questions can be referred to ga.usersupport@yale.edu. General Accounting will respond after recess on Wednesday, January 2.

Treasury Services

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

• Monday, December 24 – 9:00 a.m. ‐ 11:00 a.m.
• Wednesday, December 26 - 9:00 a.m. ‐ 11:00 a.m.  Thursday, December 27 - 9:00 a.m. ‐ 11:00 a.m.
• Friday, December 28 - 9:00 a.m. ‐ 11:00 a.m.
• Monday, December 31- 9:00 a.m. ‐ 11:00 a.m. During recess the Cashier Window at Treasury Services will be closed. No petty cash reimbursements, advances or distribution of coin will be made. There will be no pick up for Accounts Payable checks. Please submit all your requests to Treasury prior to Friday, December 21, at 4:00 p.m.

Accounts Payable

To ensure that your transactions are processed before the December holiday recess, please note the following critical dates and times:

Thursday, December 13 (3:00 p.m.):

• All invoices (PO and OK2Pay) received by Accounts Payable
• Vendor Setup Requests (submit to Vendor Compliance Unit: vcu@yale.edu)
• Petty cash
• Check requests

Thursday, December 20 (7:00 p.m.):

• For invoices on hold, invoices must be approved via A/P Worklist.
• For Expense Management System (EMS powered by Oracle iExpense), all transactions must be finally approved.
• For Web Invoice Payment (WIP), all transactions must be approved.

Friday, December 21 (a.m.):

• Last check run
• All processing of transactions complete in Accounts Payable In order to process transactions by these dates, transactions must be legible and free of errors.

The Expense Management System (EMS powered by Oracle iExpense), as well as Web Invoice Payment (WIP), will remain available during the holiday recess. However, approved transactions will not be paid until after the recess.

If you have any concerns about this schedule, please contact sharedservices@yale.edu.

Procurement

To ensure that your transactions are processed before the December holiday recess, please note the following critical dates:

• Wednesday, December 12 (5:00 p.m.): Purchase Requisitions received by Purchasing

All Procurement units (which include Purchasing Services and Electronic Commerce Services) will be closed for the holiday recess.

SciQuest will remain available during the holiday recess. However, requisitions that require review and approval by central units (e.g., radioactive or hazardous materials by EHS; requisitions requiring Purchasing approval or requests to change/close POs) will be reviewed on or after Wednesday, January 2. University Receiving locations are also on a reduced schedule.

eShip Global, the university’s express shipping tool, will also remain available during the holiday recess.

Please share this information with those in your department who are responsible for these transaction types. Please email questions or concerns to purchasing.helpdesk@yale.edu

ITS Help Desk

During the holiday recess, the ITS Help Desk will be available for mission critical emergencies only. The ITS Help Desk will check voicemail 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, ITS will assign it to a Distributed Support technician, who will schedule a visit between 8:30 a.m. and 5:00 p.m. All functional support (how to perform a certain function or questions about specific problem transactions) will be held until Wednesday, January 2.

The ITS Help Desk will be closed on Tuesday, December 25, and Tuesday, January 1. 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 203-432-9000 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 http://its.yale.edu/status/. Please refer to the ITS Data Center schedule for availability.

Normal schedules and services will resume on Wednesday, January 2. If you have questions, please call the ITS Help Desk at 203-432-9000.

Student Technology Collaborative

The Student Technology Collaborative will offer full coverage and support until Friday, December 7, (start of reading week), then limited coverage from December 8 – 18. We will not be staffing computer clusters or be available between December 19 – January 9. We will resume coverage beginning Wednesday, January 9. Please visit the Technology Troubleshooting Office hours webpage for daily coverage information.

• The Bass cluster will be open (but unstaffed) during normal Bass hours. Please visit the Bass Library website for detailed information on their hours.
• Dunham cluster will remain open, but unstaffed throughout break.
• CT Hall cluster will be closed from December 19 through January 9.

Cellular Services Group

The office will close early on Friday, December 21. During the holiday recess, Cellular Services will be available for mission-critical emergencies only. During this time, do not send an e-mail. Please call Yale Telephone Repair at 203-432-4700.

ITS Data Center

• Monday, December 24 - Computer Room closes at 6:00 p.m.
• Tuesday, December 25 - Computer Room opens at 9:00 p.m.
• Monday, December 31 - Computer Room closes at 6:00 p.m.
• Tuesday, January 1- Computer Room opens at 7:00 a.m.

With the exception of the changes noted above, the Computer Room will remain open 24x7 during the break. Anyone needing emergency assistance during the time the facility is not staffed may call 203-432-6506 and leave a message. The call will activate an email notification and Data Center staff will respond.

Human Resources – Employee Services (221 Whitney Avenue)

During the recess period, the Welcome Desk, the Employee Service Center (employee.services@yale.edu, 203-432-5552) and the HR Transaction Center will be available from 9:00 a.m. to 4:00 p.m. on the following days:

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

The building will be closed on:

• Monday, December 24
• Tuesday, December 25
• Tuesday, January 1

Thank you and happy holidays!