FAQs

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-MAIL (6245).  Read more about How can I get interoffice envelopes?

Is a reimbursement form required? Can't I just enter the expenses directly into Oracle (WV or HCOM)?

The Employee Reimbursement Form and Non-Employee Reimbursement Form are NOT required however they are often useful for the traveler to fill out if they don't have direct access to the Oracle systems.  These forms are also typically used to gather the required signature. 

Please note: The NR… Read more about Is a reimbursement form required? Can't I just enter the expenses directly into Oracle (WV or HCOM)?

I have an emergency request to STOP AND REISSUE a check for immediate payment. How is this processed?

The standard process for placing a stop payment and reissuing a check takes 5-7 business days. In order to make an exception and waive this waiting period, UFS requires a letter signed by an authorized signer (FAS Finance) in addition to the completed Check Inquiry Request form. This letter must include the following:

  1. Payee name
  2. Check number
  3. Check issue date
  4. Net amount of check

The body of the letter must contain the following… Read more about I have an emergency request to STOP AND REISSUE a check for immediate payment. How is this processed?

What is the policy on gifts to non-employees?

There is a policy for the purchase of gifts to employees however there is no separate policy for gifts to non-employees at this time.  According to the Business Expense Reimbursement Policy any gift over $75 requires an exception approval from FAS Finance regardless of the recipient.  

Please note that gift certificates of any amount are taxable to the recipient. When presented to a visiting dignitary or foreign… Read more about What is the policy on gifts to non-employees?

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.