Administrative Calendar

FY18 key dates and deadlines. Please contact Julie Lindley with additions or changes. 

*Dates are subject to change

July 2017 (FY18)

 

1 Saturday Data Warehouse unavailable July 1st for transition to FY18
1 Saturday Quarter opens for certification (Q4)
3 Monday PDR: Administrative/Medical staff mid-year updates (start date) (July 1, 2017 - February 1, 2018)
3 Monday ASR: Sponsored Research (ASR cycles SRA & SRT) - review eligibility; hired at MIT on or before
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
14 Friday Reminder: review and update Offices & Services Directory in Atlas
14 Friday Budget & Financial Analysis Period 14 Journal Voucher cutoff
17 Monday HR/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 paydate
31 Monday eDACCAs Q4 opens for certification
August 2017
8 Tuesday NIH Fellowships due
11 Friday Reports due to President's Office
16 Wednesday HR/Payroll late distribution change requests
21 Monday eSDS changes weekly cutoff
23 Wednesday HR/Payroll monthly employee transactions cutoff
28 Monday eSDS changes monthly cutoff
31 Thursday HR/Payroll quarterly certification expected due date
31 Thursday HR/Payroll monthly paydate
31 Thursday eDACCAs quarterly certification expected due date
September 2017
4 Monday Labor Day
6 Wednesday First day of classes (fall)
15 Friday Reminder: review and update Offices & Services Directory in Atlas
15 Friday 2017-2018 parking permits become active [note: permit should be affixed to your car]
15 Friday HR/Payroll late distribution change requests
20 Wednesday HR/Payroll monthly employee transactions cutoff
25 Monday eSDS changes weekly cutoff (Q4)
28 Thursday eSDS changes monthly cutoff (Q3)
29 Friday HR/Payroll monthly payday
29 Friday Student holiday - no classes
29 Friday Quarterly payroll certification due
29 Friday eDACCAs quarterly certification due 
October 2017
1 Sunday HR/Payroll quarter opens for certification (Q1)
2 Monday PDR: support staff mid-year updates (end date) (April 15, 2017 - October 1, 2017)
3 Tuesday PDR: support staff year end (start date) (October 1, 2017 - January 15, 2018)
5 Thursday R01s (new) due
9 Monday Columbus Day
12 Thursday K99s (new) due
13 Friday Excellence Awards + Collier Medal awards nomination deadline
16 Monday Open enrollment for benefits is now open
16 Monday R21 (new) due
16 Monday Budget launch 
16 Monday HR/Payroll late distribution change requests
23 Monday HR/Payroll service center monthly employee transactions cutoff
27 Friday Open enrollment benefit submission deadline
30 Monday eSDS changes weekly cutoff
30 Monday eDACCAs Q1 (FY18) opens for certification*
31 Tuesday HR/Payroll monthly paydate
November 2017
6 Monday R01s (resubmission, renewal) due
6 Monday Weekly timesheet cutoff
7 Tuesday Weekly payrun (AM)
8-9 Wed-Thurs. Sponsored Research (ASR cycles SRA & SRT): DLC Approvers reslease to DLC Administrators
8 Wednesday Fall AO/FO meeting
9 Thursday Weekly paydate
10 Friday Veterans Day
13 Monday K99 (resubmission, renewal) due
15 Wednesday HR/Payroll late distribution change requests
16 Thursday R01s (resubmission, renewal) due
17 Friday eSDS changes weekly cutoff (by 5PM)
20 Monday HR/Payroll Service Center monthly employees transactions cutoff
20 Monday Weekly payrun (Noon) and timesheet cutoff (Noon)
22 Wednesday Weekly paydate
23 Thursday Thanksgiving Day
24 Friday Thanksgiving Day after
27 Monday ASR: Support (ASR cycle SPT): review eligibility; hired at MIT on or before
27 Monday Monthly payrun (AM)
29 Wednesday eSDS changes monthly cutoff (by 5PM)
30 Thursday Quarterly certification expected by
30 Thursday Monthly paydate
December 2017
8 Friday NIH Fellowships due
11 Monday Academic budget documents due to Provost's Office one week before budget meetings*
13 Wednesday Last day of classes (fall)
15 Friday Reminder: update Offices & Services Directory in Atlas
15 Friday Administrative budget documents due to EVPT 
15 Friday HR/Payroll late distribution change requests
19 Tuesday HR/Payroll Service Center monthly employee transactions cutoff
21 Thursday Cut-off date for paper checks to MIT students and employees*
22 Friday ASR: Sponsored Research (ASR cycles SRA & SRT): DLC Administrators submit by
22 Friday Monthly payrun (AM)
26 Tuesday Cut-off date for PayMode (direct deposits to vendors)*
26 Tuesday Cut-off date for ePayables (credit card payments to vendors)*
27 Wednesday eSDS (Q1 FY18) changes weekly cutoff - BY NOON
25 Monday Christmas Day
27 Wednesday Weekly payrun (Noon) and timesheet cutoff (Noon)
27 Wednesday eSDS changes monthly cutoff (by 5PM) (Q1 FY18 monthly cutoff)
27 Wednesday Direct deposits to employees and students (RFP and travel reimbursements: non-payroll)
28 Thursday eSDS (Q1 FY18) changes monthly cutoff
29 Friday Weekly paydate
29 Friday Monthly paydate
29 Friday Year-end donation deadline
29 Friday eDACCAs quarterly (FY18) certification due 
31 Sunday HR/Payroll quarterly certification due
January 2018
1 Monday New Years Day
1 Monday ASR: Administrative (ASR cycles ADM & OAD): review eligibility: hired at MIT on or before
1 Monday ASR: Medical (ASR cycle MED): review eligibility: hired at MIT on or before
1 Monday ASR: Sponsored Research (ASR cycles SRA & SRT): Review increase effective
1 Monday HR/Payroll quarter opens for certification
2 Tuesday New Years Day after
3 Wednesday Weekly payrun (Noon) and timesheet cutoff (Noon)
5 Friday ASR: Sponsored Research (ASR cycles SRA & SRT): DLC Approvers approve by
5 Friday Weekly paydate
8 Monday IAP (1st day)
11-12 Thurs-Friday ASR: Support (ASR cycle SPT): DLC Approvers release to DLC Administrators
10-12 Wed-Friday Academic Council : faculty promotion cases
15 Monday Martin Luther King day
15 Monday Place orders for MIT Facts
15 Monday PDR: support staff year end (end date) (October 1, 2017 - January 15, 2018)
16 Tuesday PDR: support staff goal setting (start date) (January 15, 2018 - April 15, 2018)
17 Wednesday HR/Payroll late distribution change requests (by 5PM)
18-19 Thurs-Fri ASR: Faculty (ASR cycles FAC, DHD, Ins. & SEN) - DLC Approvers release to DLC Administrators
19 Friday ASR: Sponsored Research (ASR cycles SRA & SRT): Letters distributed by
22 Monday HR/Payroll eSDS changes weekly cutoff (by 5PM)
24 Wednesday HR/Payroll monthly employee transactions cutoff (by 5PM)
30 Tuesday HR/Payroll eSDS changes monthly cutoff
31 Wednesday NIMBUS training session (NE49-Grand Cayman, 2:00 p.m.)*
February 2018
1 Thursday PDR: Administrative/Medical staff mid-year updates (end date) (July 1, 2017 - February 1, 2018)
1 Thursday PDR: Administrative/Medical staff year end (start date) (February 1, 2018 - June 1, 2018)
1 Thursday PDR: Year-end begins
1 Thursday PDR: Administrative/Medical staff self-assessment (deadline: March 7, 2018)
2 Friday IAP (last day)
5 Monday R01s (new) due
6 Tuesday First day of classes (spring)
9 Friday ASR: Support (ASR cycle SPT): DLC Administrators submit by
15 Thursday K99s (new) due
15 Thursday NIMBUS training session (NE49-Grand Cayman, 10 a.m.)*
16 Friday ASR: Support (ASR cycle SPT): DLC Approvers approve by
16 Friday R21(new) due
16 Friday HR/Payroll late distribution change requests (by 5PM)
19 Monday Presidents Day
20 Tuesday HR/Payroll eSDS changes weekly cutoff (by Noon)
21 Wednesday HR/Payroll monthly employee transactions cutoff (by 5PM)
23 Friday ASR: Faculty (ASR cycles - FAC, DHD, INS & SEN): DLC Administrators submit by
23 Friday FY19 Budget submissions (Administrative)*
23 Friday FY19 Budget submissions (Academic)*
27 Tuesday HR/Payroll eSDS changes monthly cutoff (by 5PM)
28 Wednesday HR/Payroll quarterly certification expected by (Q2 FY18)
28 Wednesday FY18 NIMBUS deadline for budget input
March 2018
2 Friday ASR: Faculty (ASR cycles - FAC, DHD, INS & SEN): DLC Approvers approve by
5 Monday R01s (resubmission, renewal)
6 Tuesday ASR: Other Academic (ASR cycles RLN & RLP): DLC Administrators submit by
7 Wednesday PDR: Administrative/Medical staff self-assessment deadline
7 Wednesday Spring AO/FO meeting
8 Thursday PDR: Manager assessment (deadline: April 13, 2018)
8-9 Thurs-Friday ASR: Other Academic (ASR cycles RLN & RLP): DLC Approvers release to DLC Administrators
12 Monday K99 (resubmission, renewal) due
13 Tuesday 2018 MIT Excellence Awards and Collier Medal awards ceremony (Kresege at 3PM)
16 Friday ASR: Support (ASR cycle SPT): Letters distributed
16 Friday R01s (resubmission, renewal) due
16 Friday HR/Payroll late distribution change requests (by 5PM)
22 Thursday HR/Payroll monthly employee transactions cutoff date (by 5PM)
26 Monday HR/Payroll eSDS changes weekly cutoff
29 Thursday HR/Payroll eSDS changes monthly cutoff (Q2 FY18)
30 Friday HR/Payroll quarterly certification due (Q2 FY18)
26-30 Mon-Fri MIT spring vacation for students
April 2018
1 Sunday HR/Payroll quarter opens for certification (Q3 FY18)
2 Monday ASR: Support (ASR cycle SPT): Review increase effective
5 Thursday HR/Payroll semi-monthly employee transactions cutoff date (by 5PM)
9 Monday NIH Fellowships due
12-15 Thurs-Sunday Campus Preview Weekend (CPW)
11-13 Wed-Friday Academic Council : tenure cases
13 Friday HR/Payroll semi-monthly employee pay date
13 Friday ASR: Other Academic (ASR cycles RLN & RLP): DLC Approvers approve by
13 Friday Reminder: update Offices & Services Directory in Atlas
16 Monday PDR: Local calibration (deadline: May 18, 2018)
16 Monday Patriots Day - Holiday (MIT staff)
17 Tuesday PDR: administrative/medical staff goal setting (start date) (April 17, 2018 - July 2, 2018)
17 Tuesday PDR: support staff goal setting (deadline) (January 15, 2018 - April 16, 2018)
16-17 Mon-Tues Patriots Day - Vacation (students)
18 Wednesday PDR: support staff mid-year updates (start date) (April 18, 2018- October 1, 2018)
18 Wednesday HR/Payroll late distribution change requests
19-20 Thurs-Fri ASR: Administrative (ASR cycles ADM & OAD) - DLC Approvers release to DLC Administrators
19-20 Thurs-Fri ASR: Medical (ASR cycle MED) - DLC Approvers release to DLC Administrators
23 Monday HR/Payroll semi-monthly employee transactions cutoff date (by 5PM)
23 Monday HR/Payroll eSDS changes weekly cutoff (by 5PM)
27 Friday HR/Payroll eSDS changes monthly cutoff (by 5PM)
30 Monday HR/Payroll semi-monthly employee pay date
  TBD Awards Convocation deadline submission
May 2018
1 Tuesday Submission of Outside Professional Activities start date
8 Tuesday HR/Payroll semi-monthly employee transactions cutoff date (by 5PM)
  TBS Awards Convocation Ceremony
14 Monday PDR: administrative/medical staff final ratings due in PDR
15 Tuesday HR/Payroll semi-monthly employee paydate
16 Wednesday HR/Payroll late distribution change requests
17 Thursday Last day of classes (spring)
18 Friday Final ratings due in PDR
18 Friday PDR: end date for local calibration
18 Friday ASR: Administrative (ASR cycles ADM & OAD) - DLC Administrators submit by
18 Friday ASR: Medical (ASR cycle MED) - DLC Administrators submit by
21 Monday PDR: EVPT calibration (deadline: June 8, 2018)
21 Monday HR/Payroll eSDS changes weekly cutoff
22 Tuesday HR/Payroll semi-monthly employee transactions cutoff date (by 5PM)
28 Monday Memorial Day - Holiday
29 Tuesday HR/Payroll eSDS changes monthly cutoff (by 5PM)
31 Thursday HR/Payroll semi-monthly employee pay date
31 Thursday HR/Payroll quarterly certification expected by (Q3 FY18)
June 2018
1 Friday PDR: administrative/medical staff year end (end date) (February 1, 2018 - June 1, 2018)
1 Friday ASR: Faculty (ASR cycles-FAC DHD, INS & SEN): Letters distributed
5 Tuesday R01s (new) due
7 Thursday HR/Payroll semi-monthly employee transactions cutoff date (by 5PM)
7 Thursday Doctoral Hooding Ceremony
8 Friday PDR: EVPT calibration deadline
8 Friday PDR: Approvers finalize ASR deadline
8 Friday ASR: Administrative (ASR cycles ADM & OAD): DLC Approvers approve by
8 Friday ASR: Medical (ASR cycle MED): DLC Approvers approve by
8 Friday Commencement
11 Monday K99s (new) due
18 Monday R21 (new) due
11 Monday First day of classes for regular summer session
14 Wednesday Update Offices & Services Directory in Atlas
15 Wednesday HR/Payroll semi-monthly employee pay date
15 Wednesday HR/Payroll late distribution change requests (by 5PM)
15 Friday ASR: Other Academic (ASR Cycles RLN & RLP): Letters distributed
19 Tuesday PDR: Ratings and letter delivered by Manager/DLC to Employee (deadline: June 29, 2018)
20 Tuesday Travel voucher cutoff, Period 12 | Deadline for FY17 budget changes
20 Wednesday Deadline for new cost object and profit center requests for FY17 activity
21 Thursday HR/Payroll semi-monthly employee transactions cutoff date
25 Monday Paper invoice cutoff, Period 12
25 Monday HR/Payroll eSDS changes weekly cutoff (Q3 FY18)
27 Wednesday eRFP cutoff, Period 12 (please do not send FY18 eRFPs until July)
28 Thursday HR/Payroll - eSDS changes monthly cutoff (Q3 FY18)
29 Friday HR/Payroll semi-monthly employee pay date
29 Friday HR/Payroll quarterly certification date (Q3 FY18)
29 Friday PDR: Rating and letter delivered by Manager/DLC to Employee deadline
29 Friday ASR: Administrative (ASR cycles ADM & OAD): Letters distributed
29 Friday ASR: Medical (ASR cycles MED): Letters distributed
29 Friday (noon) Journal voucher cutoff, Period 12
29 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

 July 2018 (FY19)

1 Sunday ASR: Faculty (ASR cycles - FAC, DHD, INS & SEN): Review increase effective
1 Sunday ASR: Other Academic (ASR cycles RLN & RLP): Review increase effective through September 1, 2018
1 Sunday ASR: Administrative (ASR cycles ADM & OAD): Review increase effective
1 Sunday ASR: Medical (ASR cycle MED): Review increase effective
1 Sunday HR/Payroll quarter opens for certification (Q4 FY18)
5 Thursday HR/Payroll semi-monthly employee transactions cutoff date (by 5PM)
13 Friday HR/Payroll semi-monthly employee pay date
16 Monday HR/Payroll late distribution change requests (by 5PM)
23 Monday HR/Payroll eSDS changes weekly cutoff
24 Tuesday HR/Payroll semi-monthly transactions cutoff date
27 Friday HR/Payroll eSDS changes monthly cutoff
31 Tuesday HR/Payroll semi-monthly employee pay date