Deadlines and Reminders for 2024 Year-End

Deadlines and Reminders for 2024 Year-End

Information to help you plan for the final weeks of the year.

In preparation for UCSF year-end deadlines, Human Resources is providing reminders of important dates to assist you with planning. Please share this with others on your team as needed. Additionally, key contacts for urgent matters are noted below for quick reference.

Deadlines and reminders for department administrators 

  • Pay cycle deadlines: 
    • Monthly: For the Jan. 2, 2025 pay date, cases must be submitted by Tuesday, Dec. 10, 2024 
    • Biweekly: For the Jan. 2, 2025 pay date cases must be submitted by Tuesday, Dec. 10, 2024 
  • We urge departments to plan accordingly and ensure they utilize the HR Reports tool to verify the following: 
    • Employees with end dates in late December/early January 
    • Employees with planned separation dates in late December/early January 
    • Employees who need adjustments to % time in late December/early January 
    • Stipend extensions 
    • Affiliates that need to be extended or requested 
      • For all case types listed above we ask that you submit PCMA cases as early as possible to ensure employees are paid correctly and there is no system access disruption 
  • For payments that should be made in the current calendar year, following are the final pay dates for 2024 and the processing deadlines for each:
    • Monthly On Cycle:
      • Pay date: Nov. 27, 2024
      • Case submission deadline: Wednesday, Nov. 6, 2024
    • Biweekly On Cycle:
      • Pay date: Dec. 18, 2024
      • Case submission deadline: Tuesday, Nov. 26, 2024
    • Off Cycle (MO and/or BW):
      • Estimated pay date: Dec. 11, 2024
      • Case submission deadline: Dec. 4, 2024
  • Cutoff for the FY25 policy covered salary program (approval pending) is Monday, Jan. 6, 2025. Please plan accordingly for your staff new hires. 
  • As a reminder, the final biweekly pay period ends on Saturday, Dec. 21, 2024. Please encourage employees and supervisors to complete and approve timesheets by Friday, Dec. 20, 2024 to ensure on time pay for this pay period.
  • For your reference here are links to the payroll deadline calendar, Academic Appointment timing guidelines, and HR Reports: 

Year-end reminders for all UCSF teammates 

Please share the following reminders with your teams.

  • Confirm employee personal information such as home address is updated leading up to W-2 creation. 
  • Sign up to receive your W-2 and 1095-C electronically. In UCPath, select Employee Actions > Income and Taxes and follow the prompts to go paperless. 
  • Employees who reached their maximum Social Security or 403b/457b contribution limit before the end of 2024 will have deductions resume in January. 
  • Remember to use your Health FSA funds by Dec. 31, 2024. Only up to $640 of 2024 Health FSA funds will carry over into 2025; any funds above this amount will be forfeited. You have until April 15th, 2025 to file Health FSA claims incurred in calendar year 2024. Contact WEX, UC’s FSA vendor, for assistance.

Contacts

  • For urgent Labor and Employee Relations matters, contact the LER Officer of the Day at (415) 353-4012 or (415) 353-4107. 
  • For workplace injuries, refer to contacts for employees and managers. 
  • To reach the Faculty and Staff Assistance Program, call (415) 476-8279 or email [email protected] for urgent matters, request to speak with the Officer of the Day. 
  • For urgent benefits related matters, please contact  the UCSF Benefits Office: