Controller's Office Winter Curtailment 2011

December 7, 2011

The Controller's Offices will be closed from December 24, 2011 through January 1, 2012 for the annual energy curtailment and winter holidays.

This closure includes BFS Security, Billing & Payment Services, Disbursements (including Travel & Entertainment), Extramural Funds Accounting, Faculty Loans, General Accounting, Payroll, and the immediate office of the Controller.

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 us over the next two weeks. All Controller's Office units will be open for business as usual on January 2, 2012.

BFS Security and BFS Help Desks

You need to take action if you have temporary employees with appointments ending during the winter curtailment who need system access during the campus closure. For these temporary employees (including limited, contract, and contingent workers), please extend their end dates in HCM by close of business on December 15 for employees on the monthly current (MO) pay cycle and December 22 for employees on the monthly arrears (MA) pay cycle. If you need assistance with these reappointments and extensions, please contact HCM User Support (643-4443 or hrmshelp@berkeley.edu).

During the curtailment period, access support from BFS Security, technical support of BFS from the IST Service Desk, and functional support from the BFS/BAIRS Help Desk will be unavailable. BFS will be available through the curtailment period during its regular hours.

If you have any questions about BFS Security, contact secbfs@berkeley.edu or phone 642-2872 before noon on December 23, 2011.

Billing & Payment Services

Campus departments who anticipate making deposits during curtailment should contact Kim Ray (kimray@berkeley.edu; 642-3504) by December 9 for special procedures. All vendor "hold for pick-up" checks should be retrieved by noon on December 23.

Students wishing to make payment on their CARS account should refer to their online CARS e-Bill statement. CARS payments may be made following the instructions on the Student Billing website. No CARS payments, wire transfers, or returned checks will be processed from December 24, 2011 through January 1, 2012.

If you have any questions, please contact Billing & Payment Services at 642-3190 or send an e-mail to cashiers@berkeley.edu before noon on December 23.

Disbursements (including Travel & Entertainment)

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 last BFS production check-write and electronic funds transfer (EFT) transmission for 2011 will occur on December 20 for invoices with a due date through January 2, 2012. EFTs transmitted on December 21 will settle on December 23. Check-writing and EFT transmissions will not occur during the curtailment period. Please send invoices to Disbursements no later than December 15.

Check-writing production and EFT transmissions will resume on January 2, 2012.

If you have any questions, please contact Disbursements at 643-2199 or send an e-mail to disburse@berkeley.edu before noon on December 21.

Extramural Funds Accounting

Please notify EFA by December 12 of critical invoices and/or financial status reports that must be submitted on or before January 13, 2012 in order to assure processing of these items in a timely manner. Any checks

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that are received by departments should be delivered to EFA no later than 9:00 a.m. on December 23 for deposit in 2011. Any checks received after that date should be held in a secure location and delivered to EFA on January 2.

If you have any questions, contact Extramural Funds Accounting at 643-4246 or e-mail efahelp@berkeley.edu before noon on December 20.

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

General Accounting

If you have any questions, contact General Accounting at 643-8131 or send e-mail to gao@berkeley.edu before noon on December 23.

Payroll

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

PPS including OPTRS will not be available for update during curtailment (available for view only).

If you have any questions, please contact Payroll at 642-1336 or send an e-mail to payhelp@berkeley.edu in the next two weeks.