October 15, 2018
— CLOSURES —
The annual closure of the campus to conserve energy will occur this year between Monday, December 24, 2018 and Tuesday, January 1, 2019. CSS is observing the campus closure dates with the following details and exceptions:
Human Resources/Academic Personnel Support (HR/APS)
Evans Hall – CSS’ campus location for New Employee Onboarding will be closed during the entire curtailment period above. The next regularly scheduled Onboarding Session will be offered on Wednesday, January 2, 2019.
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 9AM to 4PM 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: email@example.com. 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 —
Human Resources/ Academic Personnel Support (HR/APS)
Here are specific deadline dates for various HR-themed transactions:
|CSS deadline dates:||Transactions:|
|12/3/18||1st BW Caltime out of scope timesheets due (for a 12/12/2018 payday). **|
|12/12/18||120 day PET deadline for (August 2018) to appear on December payroll ledger for 1/2019.|
|12/10/18||All SPOT Awards due for a 12/26/2018 payday.|
||Deadline for any Separations (prior to 12/31/2018).|
|12/12/18||November PET deadline to appear on December payroll ledger for 1/2019.|
|12/14/18||Suspense PET deadline to appear on December payroll ledger for 1/2019.|
|By NOON-12/14/18||2nd BW CalTime out of scope timesheets due (for a 12/26/2018 payday). **|
|12/18/18||Monthly Caltime out of scope timesheets due (for a 1/2/2019 payday). **|
|** Submit timesheets to: firstname.lastname@example.org|
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., 12/21/18 – Tues., 1/1/19||8:00AM – Mon., 12/10/18||8:00AM – Mon., 12/17/18|
|Wed., 1/2/19||8:00AM – Tues., 12/11/18||8:00AM – Tues., 12/18/18|
|Thurs., 1/3/19||8:00AM – Wed., 12/12/18||8:00AM – Wed., 12/19/18|
|Fri., 1/4/19||8:00AM – Thurs., 12/13/18||8:00AM – Thurs., 12/20/18|
**Applies to proposals due at 5 pm PST on the proposal deadline day.
Note: Please inform your CSS RA 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.
Business & Financial Services (B&FS)
As they are received, CSS B&FS will strive to complete Purchasing (Procurement) and Travel & Entertainment (T&E) Reimbursement transactions as quickly as possible, given the current staffing levels. For an estimate on the timeframes of requests the teams are currently working on, check out this CSS B&FS page of the website.
Reminder: Earlier this year, the Controller’s Office introduced the new Direct Enter process and it must be used for all non-complex travel reimbursement requests. The turnaround time is faster and in some cases, takes as little as five (5) business days for payments to be processed and it also provides improved visibility to the status of the request.