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When creating a new reimbursement (or travel advance) after June 11, the Web Voucher preparer will be able to choose "DIRECT DEPOSIT" as an alternate payment site from the supplier list, if the individual to be reimbursed is a Harvard employee who receives his/her paycheck via direct deposit. The reimbursement will be sent to the same bank account that the employee's paycheck is sent to, since the Web Voucher system draws this information from the payroll system. There is no option to send reimbursements to another account, nor to change it in the Web Voucher system. To reimburse an employee, all you need to do is enter the name of the employee in the supplier field, as you would normally, then click on the list of values button. If the person has a direct deposit account set up in Payroll, then two addresses will appear for that person. To have the reimbursement sent to them as a check, click on their name next to "OFFICE." To have the reimbursement sent to them via direct deposit, click on their name next to "DIRECT DEPOSIT". When looking up payment details about a reimbursement made via direct deposit, the payment number will appear as a check beginning with the number one billion. New employees wishing to add a direct deposit site for future reimbursements should contact the Vendor Hotline at 5-2000 to have it set up in addition to their regular office site. The reimbursement site will become active after the employee submits the normal paperwork to receive their paycheck via direct deposit. Employees who would like to receive an email notification when their reimbursement has been sent to the bank for direct deposit will have to enter (or have entered for them) their email address using the new "Reimbursement Email Maintenance" option on the Web Voucher main menu. To accommodate preparers who support several employees, the notification program will allow any valid Web Voucher user to enter, change, or remove a notification email address for any direct deposit employee. To accommodate employees who are always on the move, notification can be sent to any email address (even the preparer's), and this address can be easily and frequently changed (although only one email address per Harvard University ID number is possible). As a control, the system will log the name of the user and the date of the change every time an email address is added, modified, or removed. The email address to be used for the notification will print at the bottom of the receipt report/confirmation screen. If the email address is incorrect or if no email address has been entered yet, it can be modified up until the time that the payment is processed. The notification received after the deposit is made will contain the Web Voucher number of the reimbursement, the business purpose, and the date and amount of the payment. It will not contain any bank account information. Please note that the email addresses entered in Web Voucher are used solely for reimbursement direct deposit notifications. Changes in your email address in Web Voucher do not flow through to any other system, nor are they updated by any other system.
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