Updated December 1, 2017
Countdown to Curtailment – Over the next couple of weeks, don’t forget to submit requests by the final deadlines so they can be processed by the end of the year. Many HR/APS and RA deadline dates are rapidly approaching (see matrix below), as well as the next B&FS deadlines (Dec. 8th and 15th): for purchases.
October 31, 2017
— CLOSURES —
The annual closure of the campus to conserve energy will occur this year between Monday, December 25, 2017 and Monday, January 1, 2018. CSS is observing the campus closure dates except as follows:
Human Resources/Academic Personnel Support (HR/APS)
Evans Hall – CSS’ campus location for New Employee Onboarding will be closed for the holidays beginning Monday, December 25, 2017 through Monday, January 1, 2018. The next regularly scheduled Onboarding Session will be offered on Tuesday, January 2, 2018.
Information Technology (IT)
CSS IT will be closed on the campus holidays. On non-holiday dates, the CSS IT Service Desk will operate with reduced staff between 8 AM to 5 PM to assist campus units via phone, email or online. For holiday or after hours support, please call 510-664-9000, option 1 (for IT), then press 7 to leave a voicemail, or send an email to: firstname.lastname@example.org. Those issues will be addressed on the next business day.
Research Administration (RA)
As a courtesy, we are letting campus know that SPO will also be observing these Annual Campus Winter Break dates.
— SPECIAL DEADLINES —
Business & Financial Services (B&FS)
Travel & Entertainment (T&E)
T&E requests that are received with complete documentation on/before November 15, 2017 will be processed and submitted to the Controller’s Office to meet the last check run date before curtailment.
Please note: While every effort will be made to accommodate T&E requests received after this deadline – we cannot guarantee that requests submitted after this deadline will meet the last check run date before curtailment.
Payment requests submitted via BearBuy with complete documentation on or before December 8, 2017 will be processed and submitted to the Controller’s Office to meet last check run date before curtailment.
Also, all vouchers that have departmental approval by December 15, 2017 will be approved by CSS B&FS and will meet the last check run date before curtailment.
Human Resources/ Academic Personnel Support (HR/APS)
Here are specific deadline dates for various HR-themed transactions:
|CSS deadline dates:||Transactions:|
|12/4/17||1st BW Caltime out of scope timesheets due (for a 12/13/2017 payday). **|
|12/7/17||120 day PET deadline for (August 2017) to appear on December payroll ledger for 1/2018.|
|12/13/17||All SPOT Awards due for a 12/27/2017 payday.|
|12/20/17||November PET deadline to appear on December payroll ledger for 1/2018.|
|12/15/17||Suspense PET deadline to appear on December payroll ledger for 1/2018.|
|By NOON-12/13/17||Deadline for any Separations (prior to 12/31/2017).|
|By NOON-12/15/17||2nd BW CalTime out of scope timesheets due (for a 12/27/2017 payday). **|
|12/18/17||Monthly Caltime out of scope timesheets due (for a 1/2/2018 payday). **|
|** Submit timesheets to: email@example.com|
Payroll and CalTime time reporting processing deadlines are earlier than usual to ensure employees are paid by their primary pay date. In early December, Central Payroll will send an email with special instructions to campus partners, supervisors, and employees informing them of the early December CalTime approval deadlines. Other helpful details should be available on the CalTime website.
Research Administration (RA)
SPO will process proposals due in December 2017 and January 2018 according to the VCR’s five-day proposal submission policy with the following exceptions:
|Deadlines||Draft Due to CSS RA||Due to SPO (5-day Deadline)**|
|Fri., 12/22/17 – Fri., 1/5/18||12:00PM – Fri., 12/8/17||12:00PM – Fri., 12/15/17|
|Mon., 1/8/18||8:00AM – Tues., 12/12/17||8:00AM – Tues., 12/19/17|
|Tues., 1/9/18||8:00AM – Wed., 12/13/17||8:00AM – Wed., 12/20/17|
|Wed., 1/10/18||8:00AM – Thurs., 12/14/17||8:00AM – Thurs., 12/21/17|
|Thurs., 1/11/18||8:00AM – Fri., 12/15/17||8:00AM – Fri., 12/22/17|
|Fri., 1/12/18||8:00AM – Fri., 12/22/17||8:00AM – Mon., 1/8/18|
**Applies to proposals due at 5 pm PST on the proposal deadline day.
Note: Please inform your CSS RA contact if you will be submitting a proposal with a due date just prior to, or during, or just after the curtailment period.
Don’t know who your key CSS contacts are? Find your department name in the FIND YOUR UNIT PROFILE PAGE in the far-left panel on the homepage of the CSS website.