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Accounting
Accounting aims to provide high-quality customer service to the SEAS community to ensure accurate recording of financial transactions.
In addition, the accounting staff assists with payroll, access to financial systems, and the administration of funds from gifts, start-up, and university-sponsored research.
For accounting related questions, please reach out to accountinghelp@seas.harvard.edu and a member of the accounting team will get back to you in a timely manner.
Please see the chart below for a comprehensive breakdown of the responsibilities shared among the SEAS accounting team. Listed next to each task is the team member who will be best able to answer any questions or concerns related to a specific area.
Each financial transaction at Harvard is identified by a 33-digit account string. That string is broken down into 7 segments including the following information:
- TUB - Identifies to which Harvard Unit a financial transaction belongs. SEAS’ Harvard Numerical Identity is TUB 325
- ORG - Identifies a group within SEAS, this is a 5 digit value that usually stands for a cost center.
- OBJECT CODE - Identifies the nature of the transaction. Examples include 6640 for Office supplies, 6600 for Lab supplies, and 6770 for Rental /lease of equipment.
- FUND - Identifies the source of the money. Types of funds are organized in university fund ranges as follows:
- School/Core (000001)
- Unrestricted Undesignated/Start-up (000100 - 054999)
- Sponsored Support (100000 - 299999)
- Gifts (300000 - 399999)
- Endowment (400000 - 499999)
- ACTIVITY - Identifies the project or effort for which the money is being used. It also identifies the type of function related to the expense. Examples include instructional, research or administration.
- SUB-ACTIVITY - Further defines different tasks, phases or subcategories within an activity.
-
ROOT - Used to identify a building or faculty.
Cross-validation rules (CVRs) are used within the Oracle financial systems to prevent the creation of invalid 33-digit account strings (CCIDs). Each cross-validation rule dictates what ranges of values may be used in combination with one another. If someone enters a transaction with an account string that does not fit the rules, then the transaction that was in process will not be allowed to continue.
In order to verify that an account string is valid, enter the 33-digit number into the Chart of Accounts Validator. The most common errors are cross-validation errors and CCID errors.
Cross Validation Error: If you receive a "Success: N" message, as shown below, please reach out to Accounting to validate the account strings.
CCID Error: If you receive "Success: Y" & "CCID: Not Yet Created" messages, as shown below, please click on the 'Create Account Coding' button. New code combinations will get loaded into Concur on a nightly basis and will be available to use the following day.
To request access to the financial systems in the 'Managed by SEAS Finance" section below, please fill out the Harvard Financial Systems Access Request Form and mail to accountinghelp@seas.harvard.edu and procurementhelp@seas.harvard.edu.
To access the links listed below, please visit the HUIT Financial Systems page.
Systems Managed by SEAS Finance
HART - (Harvard Analytics and Reporting Tool) the reporting and analytics system for: Accounts Receivable, CAPS, Cash Management, Chart of Accounts, CSMA, Financial Grants Management, Procure to Pay, Travel & Expense, and User Security. Powered by OBI (Oracle Business Intelligence).
GMAS - (Grants Management Applications Suite) the University's system of record for proposals, awards, financials and documentation related to sponsored projects.
HUBS - (Harvard University Budgeting System) the application used for budget data entry, estimates, annotations, reporting, and submission associated with the annual budget and planning cycles.
Oracle - the system of record for processing financial transactions across all tubs at the University.
PI Dashboard - the application that provides principal investigators with a summary view for forecasting faculty sponsored and non-sponsored accounts.
Concur - the travel and expense reimbursement system used across the University, managed by Financial Operations.
Buy2Pay - the new procurement tool which centralizes and streamlines the buying and paying processes for goods or services purchased for the University.
Pcards - a credit card method of payment for goods when it is not possible to create a purchase order in HCOM, managed by Financial Operations.
Other Systems
Aurora - FAS personnel information network.
my.harvard - centralized student information system (SIS) used by multiple schools across the University.
Peoplesoft - HR system for managing employee paychecks, W4 forms, direct deposit, time reporting and approvals, absence requests, benefits enrollments, and performance management.
QlikView - enterprise intelligence technology that allows the University to deliver intuitive solutions for self-service data visualization and guided analytics that drive decision making.
ECRT - the web based system used to facilitate the effort certification and reporting processes, managed by Research Administration.
POLICIES AND PROCEDURES
General
Financial Records Retention
Financial Planning & Analysis (FP&A)
Mission:
Our mission is to foster a transparent and collaborative culture in our approach to providing sound financial planning and thoughtful analysis that supports strategic decision-making and tells the financial story of SEAS.
Vision:
By providing analysis and support, we strive to be a critical pillar that guides SEAS leadership in building a global reputation as a top engineering program and a model for cross university collaboration.
Values:
- Respect for all
- Agility
- Thoughtful Analysis
- Teamwork and Collaboration
- Service to the greater good
- Institutional citizenship
- A culture in which it is safe to express ideas
- Creativity
- Diversity of backgrounds and perspectives
Payroll
SEAS has Weekly, Bi-weekly, and Monthly Faculty & Graduate Student payrolls. Weekly (Temps & Students) are paid on Friday's for the prior week. Bi-weekly employees are paid every other Friday for the previous 2 weeks worked for a total of 26 pay periods per year. The Monthly Graduate student payroll pays on the 15th of the month. The monthly faculty payroll pays on the last business day of the month for that month. When a payday falls on a Holiday, payday is moved back to the previous business day.
DIRECT DEPOSIT
Direct Deposit allows you to have your pay deposited directly into your checking or savings account. Direct Deposit can be set up to go into multiple accounts. Your funds will be available at 9:00 am on payday. Pay stubs are for viewing through Peoplesoft self-service as long as you're employed at Harvard. You can access your direct deposit information through the following links in Peoplesoft: Main Menu>Self Service>Payroll & Compensation>Direct Deposit. Please see Direct Deposit Instructions for step by step guidance on the setup process. Direct deposit is highly encouraged since paper checks can get lost and can take up to 2 weeks for replacement.
CHANGE OF ADDRESS
In order to ensure that you receive your W-2 and Benefits information on a timely basis, it's imperative that you keep your home address up to date. All Weekly, Bi-Weekly and Monthly employees should change their address through Peoplesoft self-service via the following links Self Service>Personal Information>Home & University Mail Address.
The following information is for Harvard students only:
If you are currently registered as a Harvard student, you can update your address in your my.harvard.edu account. If you are having difficulty or have other change of address related questions please contact the student accounts office at 617-497-2739 or student_billing@harvard.edu.
People
The aim of the SEAS Office for Human Resources is to support SEAS’ mission of excellence in teaching and research by providing service in all aspects of human resource management.
Each SEAS department or unit has an assigned HR Business Partner for employment related topics, however you may contact any member of the HR Team with questions, or concerns. Departments are listed under each HR team member below.
Kimberly Harris
Assistant Dean for Human Resources
Kim is responsible for the overall human resource management at SEAS, including: policy development, interpretation and administration; strategic planning for SEAS human resources functions; employee and supervisory issues; labor relations; and employee reclassification, and compensation. Kim also serves as a Title IX Resource Coordinator for SEAS staff.
Primary contact for:
Deans and Related Staff
Contact information
114 Western Avenue, 3rd Floor 3453
(617) 495-4586
kharris@seas.harvard.edu
Marybeth Wilcox
Assistant Director of Human Resources
Marybeth is the primary contact for support and guidance concerning labor and employee relations and performance management. She also plays a key role in affirmative action compliance and outreach, as well as strategic planning. Marybeth also serves as a Title IX Resource Coordinator for SEAS staff.
Primary contact for:
Academic Programs, Active Learning Labs, Communications, Finance, Harvard Grid, Industry Partnerships, Machine Shop, OMPP, Research, Science Operations
Contact information
114 Western Avenue, 3rd Floor 3463
(617) 495-2908
mwilcox@seas.harvard.edu
Riley Morin
Assistant Director of Human Resources
Riley serves in an HR Business Partner capacity for a portfolio of SEAS staff departments/areas. He consults on issues such as hiring, employee and labor relations, family and medical leaves, absence management, talent management, job classification and compensation, change management, and diversity, inclusion, and belonging. Riley also serves as a Title IX Resource Coordinator for SEAS staff.
Primary contact for:
Area Administration, Campus Planning and Design, CRCS, Computing, Facilities, Faculty Affairs, Faculty Support, Research, Research Administration, Service Center
Contact information
114 Western Avenue, 3rd Floor 3462
(617) 495-0432
rmorin@seas.harvard.edu
Craig P Bernheart
Senior Talent Acquisition Partner
Craig is responsible for the full cycle of the staff recruitment process. He works closely with HR colleagues and hiring managers on all aspects of talent management including candidate sourcing, interviewing, and outreach, to enhance the ability of SEAS to attract and recruit candidates.
Contact information
114 Western Avenue, 3rd Floor 3464
(617) 496-8445
craig_bernheart@seas.harvard.edu
David J Crowley
Learning and Development Specialist
David is the Learning and Development Specialist for SEAS and is responsible for providing training and instructions to members of the SEAS community. He focuses on training delivery, ongoing needs assessment, course design, and reporting.
Contact information
114 Western Avenue, 3rd Floor 3411
(617) 384-9851
dcrowley@seas.harvard.edu
Rowen Harper Gray
Human Resources Coordinator
Rowen is the Human Resources Coordinator for SEAS and the first point of contact for all HR related issues.
Primary Contact for:
Staff, student and temporary payrolls; new employee onboarding, including processing I-9 and tax forms; time reporting; absence management issues; use of PeopleSoft; recruiting and job posting; and leaves of absence.
Contact information
114 Western Avenue, 3rd Floor 3454
(617) 384-7828
rgray@seas.harvard.edu
People
Accounts
Most SEAS services use HarvardKey for authentication. After transitioning the remaining legacy SEAS services to use University Active Directory, SEAS Active Directory has been retired.
For access to FAS Research Computing resources please go to FAS Research Computing.
For access to all other HUIT resources - including FAS and College accounts - please go to HUIT Account Tools.
HUIT provides information on getting started with Microsoft 365 (Outlook) and Gmail for Harvard at the links below:
Changing your g.harvard.edu outgoing address
- Log into your g.harvard.edu account.
- Click the gear.
- Select settings.
- Click accounts.
- Click "Add another email address you own."
- Enter your seas, eecs, or cs email address.
- You will get an email at the address you entered to verify you own this address.
- Follow the instructions in the email to verify your address.
- On the accounts page select "make default" next to your Harvard email address if you want all email you send to default to using this address.