Reminders & Deadlines: Shared Services Winter Closure 2024

9 December 2024

Updated December 20, 2024

Shared Services (including the Staff Service Centre and Distribution Services) will be closed from December 25, 2024 to January 1, 2025. Services resume January 2, 2025. 

Unresolved requests as of December 24 at 3 p.m. 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 but will not be monitored during the winter closure. 

Distribution Services 
  • December 13 | Book liquid nitrogen fill for December 16 to 20
  • December 23 | Last day for liquid nitrogen dewar fills 
  • December 24 | No scheduled distribution deliveries - rush and perishables only 
  • December 24 | From 3 p.m. December 24 to January 1, 2025, contact Linde for cryogenics (liquid nitrogen) if required
  • January 2 and 3 | Perishable deliverables only 
  • January 6, 2025 | Regular Distribution pickups and deliveries resume 
 HR Services
  • December 13 | In preparation for tax year end and to accommodate shortened payroll processing times, the last off cycle for 2024 tax year is scheduled for December 13. Off Cycle requests must be submitted and approved by 10:00 a.m. on Friday, December 13. Ensure all payroll requests are submitted in advance or by the posted payroll deadlines. No off-cycle runs are available between December 13, 2024 to January 2, 2025. 
  • December 16 | Supervisors must review and approve their staff's hours before December 16, 2024. All outstanding 2024 exceptions that remain unapproved after this date will be mass-approved.
  • December 24 at 12 p.m. | Last day to pick up cheques from the Cashier's office due to Canada Post disruption before winter closure. Update: Canada Post resumed operations on December 17. Printed cheques that have not been picked up from the Cashier's Office as of 4 p.m. on December 19, 2024, will be mailed out. Recipients should expect delays as Canada Post continues to work through its backlog of mail and parcels.
  • 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. 
  • 2025 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 2025 Payroll Deadline Chart has been updated and is available here.
Finance Services
  • Cashier’s Office 
    • November 15 to December 20 | Cashier’s Office on 3rd floor, Administration Building, closed on Fridays 
    • Closed on December 24 at 12 p.m. until January 2, 2025
  • Accounts Receivables  
    • December 23 | Process all AR invoices by this date,  prior to month end and quarter end to ensure deadlines are met. 
    • AR statements will be issued at the end of the first working week in 2025.
  • Payment Services 
    • December 17 | Final outgoing wire payments to foreign suppliers/contractors until January 2, 2025.
    • December 18 | Final AP cheque and EFT payments for the year. 
    • December 24 at 12 p.m. | Last day to pick up cheques from the Cashier's office due to Canada Post disruption before winter closure. Update: Canada Post resumed operations on December 17. Printed cheques that have not been picked up from the Cashier's Office as of 4 p.m. on December 19, 2024, will be mailed out. Recipients should expect delays as Canada Post continues to work through its backlog of mail and parcels.
    • January 2, 2025 | First AP cheque and EFT payments of the new year.
  • Travel and Expense
    • January 10, 2025 | Deadline for Pcard reconciliation 

Questions? Contact the Staff Service Centre.