Calendar Year-End Deadlines

Sent to the AFS-Update Mailing List on Dec. 7, 2018

Happy holidays from all of us at Accounting & Fiscal Services! In this newsletter, you will find deadlines and other important dates related to the end of the calendar year. Please review the information to see if any of it pertains to your work.

Please also be aware that the Accounting Department will have limited staffing during UCI’s Winter Administrative Recess, which begins at the end of the day on Friday, Dec. 21. The department will return to regular business on Wednesday, Jan. 2.  We look forward to partnering with you – our campus colleagues – in the coming year. Until then, we hope your holidays are full of good cheer and happiness!

AP Deadlines for Payment in 2019

Employees who process accounts payable documents should be mindful of the following deadlines to ensure all payments are made in a timely manner:

12/14
All TEM Documents and Disbursement Vouchers
The deadline to finalize your Travel and Event Management (TEM) and Disbursement Voucher (DV) e-documents for payment in 2018 is Friday, Dec. 14. Documents must be submitted, scanned, and department approved by this date to be processed for payment in 2018. If you miss the Dec. 14 deadline, please continue to process your documents, but note that your payment may not be processed until 2019.
12/19
Payment Requests
Fiscal officers must approve all Payment Requests (PREQs) in their action list by Wednesday, Dec. 19 –including rents and lease – to ensure vendors are paid in 2018. Failure to do so may result in payments being made in 2019.

If you have any questions, contact Accounts Payable directly at travel-accounting@uci.edu.

Financial Services Year-End Deadlines

Please be aware of the following calendar year-end deadlines and closure information for Financial Services:

12/20
CBSO Invoices
The deadline to submit CBSO invoices to Campus Billing and Collections for processing is 5 p.m. on Thursday, Dec. 20.
12/20
TouchNet Marketplace uStore Setup Requests
The deadline to submit TouchNet Marketplace uStore Setup Requests to Payment Services (Central Cashier) is 5 p.m. on Thursday, Dec. 20.
12/21
COD Deposits
The deadline to submit and deliver COD deposits to Payment Services (Central Cashier) is 1 p.m. on Friday, Dec. 21.
12/21/18—1/1/19
Winter Recess
All Financial Services units – Campus Billing and Collections, Payment Services (Central Cashier), Loan Services, and Administration – are closed during the Winter Administrative Recess.

Payroll check pick-up is available until noon on the 21st. Emergency payroll checks can be picked up from payroll office during the Financial Services closure.

Payroll Office Year-End Deadlines

The Payroll Office will be closed during UCI's Winter Administrative Recess according to the schedule below. Regular office hours will resume on Jan. 2. The Payroll Office will have several staff on leave during this time, so make arrangements in advance for check needs and/or assistance required in order to avoid last-minute timing issues.

Dec. 24 and 25 Payroll Office closed
Dec. 26, 27, and 28 Emergency staffing only
Dec. 31 and Jan. 1 Payroll Office closed

Request December Final Paychecks No Later Than Dec. 14.

Departments with employees separating from employment from Dec. 14 – 31, 2018, must request a final check through the Rush Check Request Application by Dec. 14, 2018, to ensure that the final payment will made on the employee's separation day. Note that the labor code provides that if the separation date falls on a Saturday, Sunday, or weekday holiday, payment may be made on the next business day.

Supplemental XX Payroll Cycles End Next Year

UCI will no longer schedule or process XX payroll cycles effective Jan. 1, 2019. Payroll processors should instead use the standard monthly (MO) or biweekly (B1/B2) cycles as needed. This change is being made to prepare the campus for the future state of UCPath, which does not have supplemental XX cycles. If you have any questions about how this will affect processing in your unit, please contact the Payroll Office at payroll@uci.edu.

Delivery of Payroll Bags for Dec. 26 and Jan. 2 Pay Dates

Campus offices will be closed for UCI's Winter Administrative Recess during the holidays. Delivery of payroll bags following this period will proceed as follows:

  • Biweekly Payroll: The last biweekly pay date is Dec. 26, 2018. Payroll bags will be delivered during the regularly scheduled mail runs to departments on Jan. 2, 2019.
  • Monthly Payroll: Bags containing payroll checks and SurePay statements dated Jan. 2, 2019 will be delivered to departments that same day during regularly scheduled mail runs.

Personnel Change in the New Year

It is with warm wishes that the Payroll Office announces that Nabila Khalil will be retiring from UCI effective Jan. 3 of 2019. Nabila is a supervisor for our Payroll Processing area and frequently works with our colleagues around campus. We have hired a temporary worker to help fill in for Nabila’s absence. For questions, contact Ashley Penny in the Payroll Office at 949-824-2870.

CGA Closed Over Winter Recess

Contracts & Grants Accounting will be closed for the holidays starting at the end of the day on Dec. 21, 2018, and will reopen on Jan. 2, 2019. All urgent requests for calendar year 2018 should be submitted no later than Thursday, Dec. 20.

Workload Assignment Changes

Some workload assignments in the Contracts and Grants Accounting team have recently been reassigned. Vivian Situ is now managing National Science Foundation awards and Federal flow-through awards belonging to the Schools of Physical Sciences and Engineering. She will also continue to handle the multi-campus awards. If you are unsure who is assigned to your award, please see the recently updated CGA website.

PCDO Auto-Approval Dates

Below are auto-approval dates and information for PALCard Reconciliation (PCDO) deadlines:

Create Date up to
Dec. 6, 2018

Auto-approves as normal, within 15 calendar days.

Create Date of
Dec. 7, 2018 – Jan. 1, 2019

Auto-approves on Jan. 16, 2018.

Create Date of
Jan. 2, 2019, and later

Auto-approve returns to 15 calendar days.

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