Procure to Pay

Where can I get Harvard rates on technology hardware and software since the Technlology Products and Services center has closed?

Instructions for how to purchase hardware and software for Harvard Department, Faculty and Staff Institutional Use can be found here - http://huit.harvard.edu/pages/computers-software.   More detailed information is in the attached file.

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How can I get interoffice envelopes?

Reach out to Harvard Mailing Services - http://www.hums.harvard.edu/mail-delivery/interoffice-and-us-mail-delivery;

 We keep an inventory of interoffice envelopes on hand and can provide them to departments on request.  We will also pick up excess interoffice envelopes and will make sure that they are reused.  If you require interoffice envelopes or would like a supply removed please contact us by email or 496-...

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When do invoices appear as scanned in HCOM?

Invoices processed via payment request are entered in the system first.   Once entered, they are sent out for scanning*. It will take 2-3 days for the image to return and be uploaded for retrieval. If copies are needed urgently, we can request faxed copies.

*Scanning is not sent out on Fridays, they are held till Monday.

How do I complete a Third Party Reimbursement or Payment?

The following steps are required when processing a payment or reimbursement where another non-Harvard employee party involved needs to be included in the transaction for tax reporting purposes.

Third Party Reimbursement/Payment:

Example - A faculty member pays an individual or a company for rent. Harvard has a responsibility to report the income for this person or company via 1099 or 1042s. In order to capture this information, the reimbursement must be processed as a third party payment.

Example – You have paid a travel agency for the fellowship...

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How do I make a payment in HCOM when the invoice has confidential information?

Any data deemed confidential according to the guidelines of the Health Insurance Portability and Accountability Act (HIPAA) or Harvard’s High Risk Confidential Information (HRCI) guidelines should be omitted or removed from Purchase Orders and Invoices. Examples of this type of information include:

  • Social Security Numbers
  • Credit card numbers
  • Driver’s license numbers
  • Health insurance ID numbers

It is the local unit's responsibility to ensure these standards are met on their own POs and associated invoices. AP does not pre-audit for...

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What information do vendors see on the check stub?

  • Invoice date
  • Invoice number
  • Payment amount
  • PO/PR Number
  • Description field = 'Requisition Description' that is entered (when you begin your 'Checkout') - only the first 35 characters will be used on a payment remittance due to spacing.

Which description (Requisition Description/Business Purpose) do we see in our CREW reporting?

Item Description (marketplace fills in automatically/non catalog you fill in - required)

and

Business Purpose (required) –only seen in Payment Requests
Acts as the line item description

CREW Reporting

  • Detailed Listing
  • Committed Funds Report

HCOM Reporting

  • PO Line and Distribution Report
  • Receiving Details Report
  • PO Transaction Summary Report...
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