Year-End Deadlines, Holidays, and Reminders
As we approach the holidays, please be mindful of the year-end deadlines and reminders below.
December 4/Recruiting: Last day to submit a response to an “Approval to Extend a Conditional Offer” email for the final employee start date of December 10. All complete responses must be received by 8:00 a.m. on this day. Incomplete responses may delay the employee’s start date.
December 7/Mailing Address: Last day to update your mailing address to ensure your W2 is mailed to the correct location. See Change My Address and other info to review your address and make any necessary changes. The State Controller’s Office will mail W2s at the end of January 2019.
December 10/Position Management: Last day to submit funding, department and approval structure position management changes for December payroll. Changes received after this date will be processed in January 2019.
December 10/New Hires: Last new employee start date for 2018. This includes emergency hires, casual workers, and regular or temporary employees.
December 11/Recruiting: Last date to submit a response to an “Approval to Extend a Conditional Offer” email for employees with a start date of January 7, 2019, in order for the offer letter to be sent before the holiday break. All complete responses must be received by 8:00 a.m. on this day. Incomplete responses may delay the employee’s start date. For employee start dates after January 7, the offer letter will be sent to the candidate when operations resume in January 2019. Incomplete responses may delay the employee’s start date.
December 14/Recruiting: Last day a fully-approved Request to Recruit, including a fully-signed Position Description, can be received in order for the job to be posted by December 21. Requests to Recruit received after this date will be posted in January 2019. As a reminder, a vacancy will not be posted without a signed Position Description.
December 19/Payroll Docks: All Pay docks need to be reported to your assigned pay representative by 12:00 p.m.
December 21/Absence Management: Last day to enter and approve December absences. To ensure accurate and timely pay for the December pay period, all absences for both salaried and hourly employees must be entered and approved no later than 12:00 p.m. on Friday, December 21, 2018. See Enter My Absences or Approve Absences.
December 21/Student and Hourly Time Entry: Last day to enter December hours for student assistants, including work study, and hourly employees.
December 25-28/Campus Holidays: The campus is closed from December 25 through December 28 for the holidays. No personal leave needs to be taken for these days.
December 31/Campus Closure: The campus is closed on December 31. All employees must use vacation, personal holiday or compensatory time off for the December 31 campus closure. Bargaining unit employees, other than 12-month faculty, should work with their manager if they do not have enough time to cover the closure date. MPPs, confidential employees and 12-month faculty are required to take leave.
December 31/Paycheck Distribution: University Personnel South (UPD Building/3rd Floor) will be open from 8:00-9:00 a.m. on Monday, December 31 for employees who wish to pick up their December paycheck. Employees must bring a photo ID and may only pick up their own check. Department contacts can pick up paychecks when the campus reopens on January 2, 2019 from 9:00 - 11:00 a.m.
January 1, 2019/Campus Holiday: The campus is closed on January 1 and no personal leave needs to be taken for this day.
January 1, 2019/Open Enrollment: All open enrollment changes will be effective January 1, 2019. Please review your December pay stub to confirm your changes have been processed. If you have any questions regarding your open enrollment changes, please contact your Benefits Representative (Your UP Representatives).
January 2, 2019/Student and Hourly Time Approval: Deadline to approve hours for students and hourly employees for the December pay period. Amended time will be corrected or entered on or after this date.
January 7, 2019/New Hires: First new employee start date (includes emergency hires, casual workers, and regular or temporary employees) and first New Employee Orientation for 2019.
If you have any questions, please contact your Recruiter (Recruiters) or Your UP Representatives.