December 2, 2016

The Controller's Office will be closed from December 24, 2016 through January 2, 2017 for the annual energy curtailment and winter holidays.

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 over the next two weeks. All Controller's Office units will be open for business as usual on Tuesday, January 3, 2017.

BFS SECURITY AND BFS HELP DESK
During the curtailment period, access support from BFS Security will be unavailable. BFS will be available through the curtailment period during its regular hours, and limited emergency support from CSS-IT will be available during normal business hours.

If you have any questions about BFS Security, please contact secbfs@berkeley.edu or phone 642-2354 before noon on December 22, 2016. 

FINANCIAL OPERATIONS' UNITS:

Accounts Payable

Although the Travel & Entertainment 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) transmission for 2016 will occur on Thursday, December 22 for invoices with a due date through January 3, 2017.

Check-writing and EFT transmissions will not occur during the curtailment period. Check-writing production and EFT transmissions will resume on January 3, 2017.

All vendor "hold for pick-up" checks must be retrieved by 2:30 PM on December 23.

Invoices that need to be paid prior to the end of the month must be received in Accounts Payable by December 9, 2016. Departments should review voucher approval queues daily to ensure payments are released timely.

Cash-Handling and Banking Services

Departments who normally bring their deposits to University Hall for processing should deliver their final 2016 deposit no later than 10:00 a.m. on Friday, December 23, 2016. No incoming wire transfers or returned checks will be processed from December 24, 2016 through January 2, 2017.

Faculty Loans

Questions regarding the loan application process should be directed to the Faculty Loan Coordinator at 643-8962 or facultyloans@berkeley.edu before noon on December 23, 2016. Information about faculty loans is available through the Office of Loan Programs' website at http://www.ucop.edu/loan-programs/loan-programs/mortgage-origination-program.html.

Accounts Receivable - Student Billing

Students wishing to make payment on their student account should refer to CalCentral. No check payments or returned checks will be processed from December 24, 2016 through January 2, 2017. The last day we will process refunds for 2016 is Wednesday, December 21, 2016.

If you have any questions, please contact Cal Student Central at 510-664-9181. For hours of operation, visit their website at http://studentcentral.berkeley.edu/contact.

Accounts Receivable - Non-Student Billing

Departments billing non-student customers on BFS:AR should have all Weekly, Month-BEG3 and Month-BEG4 invoices created and placed in Ready Status by 4:00 p.m. on December 16, 2016. Invoices created after 4:00 p.m. on December 16, 2016 will be processed starting on January 3, 2017.

Non-student customers wishing to make payment on their BFS account should refer to their online eBill account at http://ebill.berkeley.edu.

During December 24, 2016 through January 2, 2017:

  • Payments, wire transfers, and returned checks will not be processed.
  • 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.

CONTRACTS & GRANTS ACCOUNTING (CGA)
Please notify CGA by December 9, 2016 of any critical invoices and/or financial statements that are due by January 3, 2017 to allow time to process requests. Deliver to CGA any checks that you wish to deposit in 2016 no later than 9:00 AM on December 23. Please place checks received after this date in a secure location and deliver them to CGA on January 3, 2017.

If you have any questions, please send an email to: cgaawards@berkeley.edu by close of business December 21, 2016 to ensure sufficient time to respond prior to Curtailment.

FINANCIAL ACCOUNTING & CONTROLS
If you have any questions, contact Financial Accounting & Controls at 642-0031 or send email to gao@berkeley.edu before noon on December 22, 2016.

CENTRAL PAYROLL
Your assistance in meeting the following special payroll deadlines established in anticipation of curtailment is appreciated:

  • December 08 (5:00 PM): OPTRS final B1 Biweekly deadline for non-exempt paid employees (December 14, 2016 pay date).
  • December 16 (12:00 PM): Anticipated separation for employees terminating prior to December 31, 2016, requests due to payhelp@berkeley.edu.
  •  December 19 (12:00 PM): Unanticipated separation requests due 
  •  December 19 (5:00 PM):  OPTRS final B2 Biweekly deadline for non-exempt paid employees (December 28, 2016 pay date).
  • December 22, (5:00 PM):  OPTRS final deadline for monthly (MO) paid employees (January 3, 2017 pay date).

If you have any questions, email payhelp@berkeley.edu no later than December 22, 2016.