Winter curtailment processing times 2020-21

People & Culture announced the following fixed Winter Curtailment days: December 23, 28, 29, 30, 2020, and January 4, 2021. Additional, flexible curtailment days are under consideration (both before and after the fixed days) but have not yet been confirmed. People & Culture will provide more information if there are further updates.

The Controller’s Office is planning to observe the upcoming winter curtailment period. ​Below are some deadlines and details based on timeframes that we anticipate in order to help departments in their efforts to submit service requests by year-end.

This closure includes BFS Security, Accounts Payable, Accounts Receivable, Cash Handling & Banking Services, Contracts & Grants Accounting, Financial Accounting & Controls, and Payroll.

Please see below for specific unit-by-unit information regarding the impact of this closure and contact information. If you have any specific questions or concerns, please contact the respective unit.

Please note that the Data Center is doing work over the weekend on January 2 and 3, which means BFS, CalPlanning, and Cal Answers will be unavailable on those days. You can review more information regarding the Data Center power shutdown on the technology website.

VCF UnitImpact
BFS Security and BFS 

BFS will be available through the curtailment period during its regular hours, but there will be no online support. Batch jobs will run automatically as normal. Access support from BFS Security will be unavailable.

If you have any questions about BFS Security, please contact secbfs@berkeley.edu or call 643-3486 before noon on Friday, December 18, 2020 or 3 business days prior to curtailment (whichever is first).

Accounts Payable / Travel

Although the Travel, Entertainment & Other Expenses online reimbursement system will be available during curtailment, there will be no technical or functional support. Processing and payment for items submitted online during the curtailment period will occur after we return in January.

The final check-write and electronic funds transfer (EFT) for 2020 will occur on Thursday, December 17, 2020, for invoices with a due date through January 5, 2021.

Check-writing and EFT transmissions will not occur during the curtailment period. EFT transmissions will resume on January 5 and check-writing production will resume on January 6, 2021.

Invoices that need to be paid prior to the end of the calendar year must be received in Accounts Payable by Thursday, December 3, 2020. Departments should review voucher approval queues daily to ensure payments are released in a timely manner.

For Travel & Entertainment Reimbursements, approvals in the direct entry system should occur by Thursday, December 10 to be paid prior to the end of the month.

For Covid-19 related service impacts, please see our Accounts Payable Covid-19 page and our Travel Covid-19 page.

Cash-Handling and Banking Services

Departments who bring their deposits to Warren Hall for processing should deliver their final 2020 deposit no later than 10:00 am on Friday, December 18, 2020.

No incoming wire transfers or returned checks will be processed from December 21, 2020, through January 1, 2021.

Accounts Receivable / Student Billing

Students wishing to make a payment on their student account should refer to CalCentral.

No check payments or returned checks will be processed from Monday, December 21, 2020, through Friday, January 1, 2021. The last day we will process refunds for 2020 is Wednesday, December 16, 2020.

If you have any questions, please contact Cal Student Central at 510-664-9181. Please visit the Cal Student Central website to view their hours of operation.

Accounts Receivable / Non-Student Billing

Departments billing non-student customers on BFS:

  • Accounts Receivable should have all weekly, Month-BEG3 and Month-BEG4 invoices created and placed in Ready Status by 4:00 pm on Friday, December 18, 2020.
  • Invoices created after 4:00 pm on Friday, December 18, 2020, will be processed starting on Monday, January 4, 2021.

Non-student customers wishing to make a payment on their BFS account should refer to their online eBill account on the eBill website.

No check payments or returned checks will be processed from Monday, December 21, 2020, through Friday, January 1, 2021.

December 23, 2020, through January 1, 2021:

  • New non-student customer requests to set-up eBill and eCheck will not be processed.
  • Unlocking or resetting passwords for eBill and eCheck users will be unavailable.

New non-student customer requests to set-up, unlock, or reset passwords for eBill and eCheck will be unavailable until Monday, January 4, 2021.

Payroll

During curtailment, Central Payroll will be handling payroll file submissions to UCPath and instant paycard requests. Non-urgent service requests will be addressed after curtailment beginning on Monday, January 4, 2021.

  • Please follow the Berkeley Regional Services payroll deadlines which allow for payroll processing time to meet the UCPath system production schedule deadlines.
  • UCPath will be open and processing payroll transactions during UC Berkeley’s curtailment.
    • As a result, biweekly employees and supervisors will not have to project time in CalTime in advance of curtailment. More detailed instructions will be sent to CalTime users in November.
    • Campus Timekeepers and Berkeley Regional Payroll Partners will perform CalTime duties, review UCPath reports, and respond to UCPath inquiries throughout curtailment.
  • Any anticipated pay issues should be addressed and coordinated in advance of curtailment. If a pay issue is reported during curtailment by the employee or supervisor, Central Payroll will need the region to work with the individual to address the issue (i.e. time collection) and determine the appropriate payment option (on cycle, off-cycle, instant pay card).

If you have any questions about curtailment dates for payroll controls and timekeeping, please email payhelp@berkeley.edu no later than Friday, December 18, 2020.

The Glacier system will be available for updates. For questions, please contact Glacieradmin@berkeley.edu no later than Friday, December 18, 2020.

Financial Accounting and Controls (FAC)

Financial Accounting and Controls should not be affected by the curtailment dates.

If you have any questions regarding Financial Accounting and Controls, please send an email to gao@berkeley.edu before noon on Friday, December 18, 2020.

Contracts and Grants Accounting (CGA)

Please submit closeout certifications to CGA no later than Wednesday, December 16, 2020, for all awards with final reports/invoices due to the sponsor on or before Monday, January 4, 2021. Given the extremely tight timeline, please submit closeout certifications to CGA earlier in the month whenever possible.

Please deliver any checks that you wish to deposit in 2020 no later than 9:00 am on Thursday, December 17, 2020. Please place checks received after this date in a secure location and deliver them to CGA on Wednesday, January 6, 2021.

If you have any questions about the curtailment dates, please send an email to cgaawards@berkeley.edu by the close of business on Friday, December 11, 2020, to ensure sufficient time to respond prior to curtailment.

Faculty home loans

If you have questions regarding the UC Mortgage Origination Program (MOP) during curtailment, please direct them to the Faculty Loan Coordinator at 643-8962 or by email at facultyloans@berkeley.edu before noon on Friday, December 18, 2020.

Information about faculty home loans is available on the Office of Loan Programs' website.

Cal Answers and CalPlanning support

Cal Answers and CalPlanning will be available as usual with limited Service Desk support during curtailment days. Some user inquiries may be deferred until the full support staff is available on January 4.

If you have questions about support during the winter holidays and curtailment, please email calanswers-help@berkeley.edu or calplanhelp@berkeley.edu by Friday, December 18.

Thank you,

Office of the Vice Chancellor of Finance