Shared Services Winter Closure

Shared Services (including the Staff Service Centre and Distribution Services) will be closed from Dec. 22, 2023 at 4:30 p.m. to Jan. 2, 2024 at 8:30 a.m.

Unresolved requests as of December 22 and requests submitted over the break will be reviewed in order of receipt when services resume in the new year. Here are some key reminders and deadlines as you prepare for winter closure:

Staff Service Centre:

• The Staff Service Portal will remain open however will not be monitored during the winter closure. 

Distribution Services:

• December 15 | Book liquid nitrogen fill for December 18 to 21
• December 21 | Last day for liquid nitrogen dewar fills 
• December 22 | No scheduled distribution deliveries - rush and perishables only 
• December 23 to January 1, 2024 | Contact Linde for cryogenics (liquid nitrogen) if required
• January 2 to 5 | Perishable deliverables only 
• January 8 | Regular Distribution pickups and deliveries resume 

 HR Services:

• December 16, 2023 | Supervisors must review and approve their staff's hours before December 16, 2023. All outstanding 2023 exceptions that remain unapproved after this date will be mass-approved.
• December 22, 2023 | In preparation for tax year end and to accommodate shortened payroll processing times, the last off cycle for 2023 tax year is scheduled for December 22. Off Cycle requests must be submitted and approved by 10:00 am on Friday, December 22. Please ensure all payroll requests are submitted in advance or by the posted payroll deadlines. There will be no off-cycle runs between December 23, 2023 -January 3, 2024. 
• Administering Support Staff Pay during Winter Closure | Refer to the Winter Closure and Winter Closure Effect on Pay reference guides for instructions on how Support Staff pay is administered during winter closure. 
• 2024 Payroll Deadline Chart | Understanding payroll deadlines is a critical part of ensuring there are no impacts to faculty or staff pay and/or impacts to your budget.  The 2024 Payroll Deadline Chart has been updated and is available here. 

Finance Services:

• December 19, 2023 | Final outgoing wire payments to foreign suppliers/contractors until January 3, 2024.
• December 20, 2023 | Final AP cheque and EFT payments for the year. 
• December 22, 2023 | Aim to process all AR invoices for the current month. 
• January 4, 2024 | First AP cheque and EFT payments of the new year.
• AR statements will be issued at the end of the first working week in 2024.
• January 8, 2024 | Deadline for Pcard reconciliation