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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FAQ for Glacier

Many departments have questions about the new Glacier system - check out this link for some of the University Wide frequently asked questions AND answers.

http://eureka.harvard.edu/reports/glacier/glacier_faq.html

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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:

    ...
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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.

Do I need the long detailed receipt from a restaurant or can I use the short summary with the total amount as documentation?

Itemized receipts are required for the actual substantiation of business and travel meals. For meals, oftentimes you will need two (2) receipts to show all of the necessary information. One receipt will show what was purchased, and the second receipt will show how you paid.

An itemized meal receipt should have the name of the establishment, the date of service, the items purchased, the amount paid for each item, and the tax. If the tip is not included in the total it should be written on the receipt. A credit card charge slip does not suffice because it lacks the needed details such...

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Can I use Harvard’s sales tax exempt certificate when purchasing for Harvard business with personal funds with the intention of being reimbursed?

No, you may not use the Harvard Tax Exempt certificate when making a purchase with personal funds, even if you intend to be reimbursed.   Similarly, you cannot be exempt from meals tax if you are purchasing with personal funds.   In order to use Harvard’s Tax Exempt Certificate, you must purchase directly via HCOM, PCard or Corporate Card. A department can choose or choose NOT to reimburse you for sales tax with purchases made with personal funds.   The preferred method of spending outside of travel is always direct with University resources.

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