Administrative Calendar

FY17 key dates and deadlines

Please contact Julie Lindley with additions or changes.  (Dates are subject to change)

July 2016
1 Friday ASR - sponsored research*
1 Friday Certificate renewal
1 Friday Period 12 closing process
1 Friday Period 13 opens
4 Monday Independence Day
5 Tuesday Notice of completion of Period 12 processing (actuals)
11 Monday (Noon) Period 13 Journal Voucher cutoff
11 Monday (Noon) Administrative carryforward requests due
12 Tuesday Notice of completion of Period 13 processing (actuals)
13 Wednesday Period 13 Data in Data Warehouse
15 Friday Review and updates Offices & Services Directory in Atlas
15 Friday Budget & Financial Analysis Period 14 Journal Voucher cutoff
15 Friday Payroll late distribution change requests
20 Wednesday Parking system is open for new applications and changes to current locations and permit types (June 14 parking system open for renewal of current parking permits)
20 Wednesday HR payroll monthly employee transactions cutoff
25 Monday eSDS changes weekly cutoff
29 Thursday eSDS changes monthly cutoff
31 Sunday eDACCAs Q4 opens for certification
August 2016
5 Friday Reports due to President's Office
11 Thursday Parking and transportation rollout (ID distribution) (June 20 - August 11)
15 Monday Payroll late distribution change requests
22 Monday eSDS changes weekly cutoff
23 Tuesday HR payroll monthly employee transactions cutoff
30 Tuesday eSDS changes monthly cutoff
31 Wednesday eDACCAs quarterly certification expected by 
September 2016
5 Monday Labor Day
7 Wednesday First day of classes (fall)
13 Tuesday School council meeting (SA+P)
15 Thursday Review and update Offices & Services Directory in Atlas
15 Thursday 2016-2017 parking permits become active
15 Thursday School council meeting (Sloan)
15 Thursday School council meeting (SHASS)
15 Thursday Payroll late distribution change requests
21 Wednesday HR payroll monthly employee transactions cutoff
22 Thursday School council meeting (Sloan)
22 Thursday School council meeting (SHASS)
23 Friday MIT student holiday (no classes)
26 Monday eSDS changes weekly cutoff
27 Tuesday School council meeting (SA+P)
29 Thursday School council meeting (Sloan)
29 Thursday School council meeting (SHASS)
29 Thursday eSDS changes monthly cutoff
30 Friday eDACCAs quarterly certification due 
October 2016
4 Tuesday School council meeting (Sloan)
6 Thursday School council meeting (SHASS)
6 Thursday School council meeting (Sloan)
10 Monday Columbus Day
11 Tuesday School council meeting (SA+P)
12 Wednesday K99s (new)
13 Thursday School council meeting (SHASS)
14 Friday PDR: Support Staff year end review (ends mid-January)
17 Monday R21 (new)
17 Monday Budget launch 
17 Monday Payroll late distribution change requests
19 Wednesday HR payroll monthly employee transactions cutoff
20 Thursday Excellence Awards nominations deadline
20 Thursday School council meeting (SHASS) (no meeting)
24 Monday eSDS changes weekly cutoff
25 Tuesday School council meeting (Sloan)
25 Tuesday School council meeting (SA+P)
27 Thursday School council meeting (SHASS)
28 Friday eSDS changes monthly cutoff
31 Monday eDACCAs Q1 (FY17) opens for certification
31 Monday HR - Open  enrollment for benefits start date*
November 2016
1 Tuesday School council meeting (Sloan)
3 Thursday School council meeting (SHASS) (no meeting)
3 Thursday School council meeting (Sloan)
4 Friday HR - Open  enrollment for benefits end date*
7 Monday R01s (resubmission, renewal)
8 Tuesday School council meeting (SA+P)
9 Wednesday Fall AO/FO meeting
10 Thursday School council meeting (SHASS)
10-11 Thurs-Fri ASR (ASR cycles SRA & SRT)- sponsored research, DLC approvers release to DLC administrators*
11 Friday Enrollment benefits submission deadline
11 Friday Veterans Day
14 Monday K99 (resubmission, renewal)
15 Tuesday School council meeting (Sloan)
15 Tuesday School council meeting (SA+P)
15 Tuesday Payroll late distribution change requests
17 Thursday HR payroll monthly employee transactions cutoff
17 Thursday School council meeting (SHASS)
18 Friday eSDS changes weekly cutoff
22 Tuesday School council meeting (Sloan)
22 Tuesday School council meeting (SA+P)
29 Tuesday School council meeting (Sloan)
29 Tuesday School council meeting (SA+P)
29 Tuesday eSDS changes monthly cutoff
30 Wednesday eDACCAs quarterly (FY17) certification expected by 
24 Thursday School council meeting (SHASS) (no meeting)
24 Thursday Thanksgiving Day
25 Friday Thanksgiving Day after
30 Wednesday ASR -support staff (ASR cycle SPT) - review eligibility: hired at MIT on or before*
December 2016
1 Thursday School council meeting (Sloan)
1 Thursday School council meeting (SHASS)
6 Tuesday School council meeting (SA+P)
6 Tuesday School council meeting (Sloan)
8 Thursday SHASS school council meeting
12 Monday Academic budget documents due to Provost's Office one week before budget meetings (get date of budget meeting)
12 Monday ASR - sponsored research, DLC administrators submit by
13 Tuesday School council meeting (SA+P)
14 Wednesday Last day of classes (fall)
15 Thursday Update Offices & Services Directory in Atlas
15 Thursday Administrative budget documents due to EVPT 
15 Thursday School council meeting (SHASS) (no meeting)
15 Thursday Payroll late distribution change requests
19 Monday HR payroll monthly employee transactions cutoff
22 Thursday Cut-off date for paper checks to MIT students and employees
27 Tuesday Cut-off date for PayMode (direct deposits to vendors)
27 Tuesday Cut-off date for ePayables (credit card payments to vendors)
27 Tuesday eSDS (Q1 FY17) changes weekly cutoff - BY NOON
26 Monday Christmas Day
28 Wednesday Direct deposits to employees and students (RFP and travel reimbursements: non-payroll)
29 Thursday eSDS (Q1 FY17) changes monthly cutoff
30 Friday Year End donation deadline
31 Saturday eDACCAs quarterly (FY17) certification due 
January 2017
2 Monday ASR  - faculty (ASR cycles FAC, DHD, INS. & SEN) - review eligibility: hired at MIT on or before*
2 Monday ASR  -medical (ASR cycle MED) - review eligibility: hired at MIT on or before*
4-6 Wed-Friday Academic Council : faculty promotion cases
6 Friday ASR - sponsored research, approvers approved by*
9 Monday IAP (1st day)
13 Friday PDR: support staff mid-year review (end date)
16 Monday Place orders for MITFacts
16-17 Mon-Tues ASR - support staff (ASR cycle SPT) - DLC approvers release to DLC Administrators*
16 Monday PDR: support staff annual salary review (start date)
16 Monday PDR: Support staff goal setting (start date)
16 Monday Martin Luther King Day
19-20 Thurs-Fri ASR - faculty (ASR cycles FAC, DHD, Ins. & SEN) - DLC approvers release to DLC Administrators*
23 Monday ASR - sponsored research, letters distributed*
31 Tuesday NIMBUS training session (NE49-Grand Cayman, 2:00 p.m.)
February 2017
2 Thursday School council meeting (SHASS)
3 Friday IAP (last day)
7 Tuesday First day of classes (spring)
9 Thursday School council meeting (SHASS) (no meeting)
13 Monday ASR - support staff (ASR cycle SPT) - DLC Administrators submit by
15 Wednesday K99s (new)
15 Wednesday Last day to sign up for family health insurance or waive individual coverage for spring (student)
16 Thursday NIMBUS training session (NE49-Grand Cayman, 10 a.m.)
16 Thursday R21(new)
16 Thursday School council meeting (SHASS)
17 Friday PDR: self-assessment period opens (Admin staff) (deadline: March 15)
20 Monday Presidents Day
21 Tuesday ASR - support staff (ASR cycle SPT) - DLC approvers approve by
23 Thursday School council meeting (SHASS)
24 Friday FY18 Budget submissions (Administrative)
24 Friday FY18 Budget submissions (Academic)
27 Monday ASR - faculty (ASR cycles FAC, DHD, INS. & SEN) - DLC Administrators submit by
28 Tuesday FY18 NIMBUS deadline for budget input
28 Tuesday PDR: support staff annual salary review (end date) ('late february")
March 2017
2 Thursday School council meeting (SHASS)
    Excellence Awards
6 Monday R01s (resubmission, renewal)
6 Monday ASR - faculty (ASR cycles FAC, DHD, INS. & SEN) - DLC approvers approve by
8 Wednesday Spring AO/FO meeting
9 Thursday School council meeting (SHASS)
13 Monday K99 (resubmission, renewal)
15 Wednesday PDR: self-assessment period deadline (Admin staff)
16-17 Thurs-Fri ASR - other academics (ASR cycles RLN & RLP) - DLC approvers release to DLC Administrators*
16 Thursday R01s (resubmission, renewal)
16 Thursday ASR - support staff (ASR cycle SPT) - letters distributed*
16 Thursday School council meeting (SHASS)
16 Thursday PDR: Initial manager assessment (start date) (Admin Staff) (deadline: April 14)
17 Friday PDR: Support staff goal setting (end date)
23 Thursday School council meeting (SHASS) (no meeting - spring break)
27-31 Mon-Fri MIT spring vacation for students
April 2017
4 Tuesday ASR - support staff (ASR cycle SPT) - review increase effective
6 Thursday School council meeting (SHASS)
6-9 Thurs-Sunday Campus Preview Weekend (CPW)
10-12 Mon-Wed.  Academic Council : tenure cases
13 Thursday School council meeting (SHASS)
14 Friday Update Offices & Services Directory in Atlas
14 Friday PDR: Initial manager assessment (deadline) (Admin Staff)
17 Monday Patriots Day - Holiday (MIT staff)
17-18 Mon-Tues Patrios Day - Vacation (students)
19 Wednesday PDR: local calibration of overall ratings open (Admin Staff) (deadline May 22)
20-21 Thurs-Fri ASR - administrative (ASR cycles ADM & OAD) - DLC approvers release to DLC Administrators*
20-21 Thurs-Fri ASR - medical (ASR cycle MED) - DLC approvers release to DLC Administrators*
21 Friday ASR - other academic (ASR cycles RLN & RLP) - DLC Administrators submit by
20 Thursday School council meeting (SHASS)
27 Thursday School council meeting (SHASS)
28 Friday ASR - other academic (ASR cycles RLN & RLP) - DLC approvers approve by
? TBD Awards Convocation deadline submission
May 2017
1 Monday Submission of Outside Professional Activities start date (deadline for each school - include)
4 Thursday School council meeting (SHASS)
10 (?) Tuesday Awards Convocation Ceremony
11 Thursday School council meeting (SHASS)
22 Monday PDR: ratings must be changed in PDR system (Admin staff)
22 Monday PDR: deadline :  submit ASR (Admin Staff)
18 Thursday School council meeting (SHASS)
18 Thursday Last day of classes (spring)
19 Friday ASR - administrative (ASR cycles ADM & OAD) - DLC Administrators submit by
19 Friday ASR - medical (ASR cycle MED) - DLC Administrators submit by
29 Monday Memorial Day - Holiday
25 Thursday School council meeting (SHASS)
22 Monday PDR:  local calibration of overall ratings open (Admin Staff) (deadline June 16)
June 2017
1 Thursday PDR: Support Staff mid-year update (not mandatory) (continues to Tuesday, August 1)
2 Friday ASR - faculty (ASR cycles FAC, DHD, INS. & SEN) - letters distributed*
5 Monday R01s (new) due
12 Monday K99s (new)
15 Thursday ASR - other academic (ASR cycles RLN & RLP) - letters distributed*
16 Friday PDR: EVPT calibration (Admin Staff) (deadline)
16 Friday R21 (new)
8 Thursday Doctoral Hooding Ceremony
9 Friday Commencement
12 Monday First day of classes for regular summer session
15 Wednesday Update Offices & Services Directory in Atlas
15 Wednesday Last day to sign up for family health insurance or waive individual coverage for summer (student)
16 Friday ASR - administrative (ASR cycles ADM & OAD) - DLC approvers approve by
16 Friday ASR -medical (ASR cycle MED) - DLC approvers approve by
19 Monday PDR: Communication of PDR rating and final salary to employees opens (Admin Staff)  (deadline June 30)
20 Tuesday Travel voucher cutoff, Period 12 | Deadline for FY17 budget changes
21 Wednesday Deadline for new cost object and profit center requests for FY17 activity
26 Monday Paper invoice cutoff at 5PM, Period 12
26 Monday Payroll - eSDS non-exempt changes cutoff
28 Wednesday eRFP cutoff, Period 12 (please do not send FY18 eRFPs until July)
29 Thursday Payroll - eSDS exempt changes cutoff
30 Friday (noon) Journal voucher cutoff, Period 12
30 Friday All internal provider activity closed | final entires to all research and fund sponsored WBS | necessary backup must be received in VPF to be posted | credit card activity closed (P-card verification cutoff) | general A/R billing activity closed
30 Friday PDR: Communication of PDR rating and final salary to employees ends (Admin Staff)  

July 2017 (FY18)

1 Saturday Data Warehouse unavailable July 1st for transition to FY18
1 Saturday Quarter opens for certification (Q4)
3 Monday ASR - faculty (ASR cycles FAC, DHD, INS. & SEN) - review increase effective
3 Monday ASR - other academic (ASR cycles RLN & RLP) -  review increase effective
3 Monday ASR - administrative (ASR cycles ADM & OAD) -  review increase effective
3 Monday ASR - medical (ASR cycle MED) -  review increase effective
3 Monday Period 12 closing process
3 Monday Period 13 open
3 Monday Closing Journal Vouchers; review JV activity in SAP
3 Monday Review FY17 credit card transactions for need for accruals
4 Tuesday Independence Day Holiday observed
5 Wednesday All June activity available online in SAP (EB and F&A applied)
5 Wednesday Notice of completion of Period 12 processing (actuals)
5 Wednesday R01s (resubmission, renewal) due
11 Tuesday Period 13 Journval Voucher cutoff | Only Budget Office can post activity after this point
11 Tuesday Administrative carryforward requests due
11 Tuesday Period 14 open for posting @ 2:00PM (VPF only)
12 Wednesday K99 (resubmission, renewal)
12 Wednesday Notice of completion of Period 13 processing (actuals) | All activity available online in SAP (EB and F&A applied)
13 Thursday Period 13 Data in the Data Warehouse
13 Thursday ASR - administrative (ASR cycles ADM & OAD) - letters distributed*
13 Thursday ASR - medical (ASR cycle MED) - letters distributed*
14 Friday Reminder: review and update Offices & Services Directory in Atlas
14 Friday Budget & Financial Analysis Period 14 Journal Voucher cutoff
17 Monday Payroll late distribution change requests
17 Monday R01s (resubmission, renewal)
21 Friday HR payroll monthly employee transactions cutoff
24 Monday eSDS changes weekly cutoff
28 Friday eSDS changes monthly cutoff
31 Monday Monthly payday
31 Sunday eDACCAs Q4 opens for certification