Administrative Calendar

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

*Dates are subject to change

July 2017

 

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 Monday eDACCAs Q4 opens for certification
August 2017
8 Tuesday NIH Fellowships due
11 Friday Reports due to President's Office
16 Wednesday 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 Payroll quarterly certification expected by
31 Thursday Monthly payday
31 Thursday eDACCAs quarterly certification expected by 
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 2016-2017 parking permits become active*
15 Friday 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 Monthly payday
29 Friday Student holiday - no classes
29 Friday Quarterly payroll certification due
29 Friday eDACCAs quarterly certification due 
October 2017
1 Sunday Payroll quarter opens for certification (Q1)
5 Thursday R01s (new) due
9 Monday Columbus Day
12 Thursday K99s (new) due
13 Friday PDR: Support Staff year end review (ends mid-January)*
16 Monday R21 (new) due
16 Monday Budget launch 
16 Monday Payroll late distribution change requests
20 Friday Excellence Awards nominations deadline*
23 Monday HR/payroll service center monthly employee transactions cutoff
30 Monday eSDS changes weekly cutoff
30 Monday eDACCAs Q1 (FY17) opens for certification*
31 Tuesday Monthly payday
31 Tuesday HR - Open  enrollment for benefits start date*
November 2017
4 Friday HR - Open  enrollment for benefits end date*
6 Monday R01s (resubmission, renewal) due
8 Wednesday Fall AO/FO meeting
9-10 Thurs-Fri ASR (ASR cycles SRA & SRT)- sponsored research, DLC approvers release to DLC administrators*
10 Friday Enrollment benefits submission deadline*
10 Friday Veterans Day
13 Monday K99 (resubmission, renewal) due
15 Wednesday Payroll late distribution change requests
16 Thursday R01s (resubmission, renewal) due
20 Monday HR payroll monthly employee transactions cutoff
17 Friday eSDS changes weekly cutoff
23 Thursday Thanksgiving Day
24 Friday Thanksgiving Day after
29 Wednesday eSDS changes monthly cutoff
29
Wednesday
eDACCAs quarterly (FY17) certification expected by
29 Wednesday ASR -support staff (ASR cycle SPT) - review eligibility: hired at MIT on or before*
30 Thursday Monthly payday
December 2017
8 Friday NIH Fellowships due
11 Monday Academic budget documents due to Provost's Office one week before budget meetings*
11 Monday ASR - sponsored research, DLC administrators submit by*
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 Payroll late distribution change requests
19 Tuesday HR payroll monthly employee transactions cutoff
21 Thursday Cut-off date for paper checks to MIT students and employees*
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 Direct deposits to employees and students (RFP and travel reimbursements: non-payroll)
28 Thursday eSDS (Q1 FY18) changes monthly cutoff
29 Friday Monthly payday
29 Friday Year End donation deadline
29 Friday eDACCAs quarterly (FY17) certification due 
January 2018
1 Monday ASR  - faculty (ASR cycles FAC, DHD, INS. & SEN) - review eligibility: hired at MIT on or before*
1 Monday ASR  -medical (ASR cycle MED) - review eligibility: hired at MIT on or before*
5 Friday ASR - sponsored research, approvers approved by*
8 Monday IAP (1st day)
10-12 Wed-Friday Academic Council : faculty promotion cases
12 Friday PDR: support staff mid-year review (end date)*
15 Monday Place orders for MITFacts
15-16 Mon-Tues ASR - support staff (ASR cycle SPT) - DLC approvers release to DLC Administrators*
15 Monday PDR: support staff annual salary review (start date)*
15 Monday PDR: Support staff goal setting (start date)*
15 Monday Martin Luther King Day
18-19 Thurs-Fri ASR - faculty (ASR cycles FAC, DHD, Ins. & SEN) - DLC approvers release to DLC Administrators*
22 Monday ASR - sponsored research, letters distributed*
31 Wednesday NIMBUS training session (NE49-Grand Cayman, 2:00 p.m.)*
February 2018
2 Friday IAP (last day)
5 Monday R01s (new) due
6 Tuesday First day of classes (spring)
12 Monday ASR - support staff (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 R21(new) due
16 Friday PDR: self-assessment period opens (Admin staff)*
19 Monday Presidents Day
20 Tuesday ASR - support staff (ASR cycle SPT) - DLC approvers approve by*
23 Friday FY18 Budget submissions (Administrative)*
23 Friday FY18 Budget submissions (Academic)*
26 Monday ASR - faculty (ASR cycles FAC, DHD, INS. & SEN) - DLC Administrators submit by*
28 Wednesday FY18 NIMBUS deadline for budget input
28 Wednesday PDR: support staff annual salary review (end date)*
March 2018
  TBS Excellence Awards
5 Monday R01s (resubmission, renewal)
5 Monday ASR - faculty (ASR cycles FAC, DHD, INS. & SEN) - DLC approvers approve by*
7 Wednesday Spring AO/FO meeting
12 Monday K99 (resubmission, renewal) due
14 Wednesday PDR: self-assessment period deadline (Admin staff)*
16 Friday R01s (resubmission, renewal) due
15-16 Thurs-Fri ASR - other academics (ASR cycles RLN & RLP) - DLC approvers release to DLC Administrators*
15 Thursday R01s (resubmission, renewal)
15 Thursday ASR - support staff (ASR cycle SPT) - letters distributed*
15 Thursday PDR: Initial manager assessment (start date) (Admin Staff) (deadline: April 13)*
16 Friday PDR: Support staff goal setting (end date)*
26-30 Mon-Fri MIT spring vacation for students
April 2018
3 Tuesday ASR - support staff (ASR cycle SPT) - review increase effective*
9 Monday NIH Fellowships due
12-15 Thurs-Sunday Campus Preview Weekend (CPW)
11-13 Wed-Friday Academic Council : tenure cases
13 Friday Reminder: update Offices & Services Directory in Atlas
13 Friday PDR: Initial manager assessment (deadline) (Admin Staff)*
16 Monday Patriots Day - Holiday (MIT staff)
16-17 Mon-Tues Patriots Day - Vacation (students)
18 Wednesday PDR: local calibration of overall ratings open (Admin Staff) (deadline May 21)*
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*
20 Friday ASR - other academic (ASR cycles RLN & RLP) - DLC Administrators submit by*
27 Friday ASR - other academic (ASR cycles RLN & RLP) - DLC approvers approve by*
  TBD Awards Convocation deadline submission
May 2018
1 Tuesday Submission of Outside Professional Activities start date
  TBS Awards Convocation Ceremony
21 Monday PDR: ratings must be changed in PDR system (Admin staff)
21 Monday PDR: deadline :  submit ASR (Admin Staff)
17 Thursday Last day of classes (spring)
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:  local calibration of overall ratings open (Admin Staff) (deadline June 15)*
21 Monday
PDR: ratings must be changed in PDR system (Admin staff)*
21 Monday PDR: deadline :  submit ASR (Admin Staff)*
28 Monday Memorial Day - Holiday
June 2018
1 Friday PDR: Support Staff mid-year update (not mandatory) (continues to Wednesday, August 1)*
1 Friday ASR - faculty (ASR cycles FAC, DHD, INS. & SEN) - letters distributed*
5 Tuesday R01s (new) due
7 Thursday Doctoral Hooding Ceremony
8 Friday Commencement
11 Monday K99s (new) due
15 Friday ASR - other academic (ASR cycles RLN & RLP) - letters distributed*
15 Friday PDR: EVPT calibration (Admin Staff) (deadline)*
18 Monday R21 (new) due
11 Monday First day of classes for regular summer session
14 Wednesday Update Offices & Services Directory in Atlas
15 Friday ASR - administrative (ASR cycles ADM & OAD) - DLC approvers approve by*
15 Friday ASR -medical (ASR cycle MED) - DLC approvers approve by*
18 Monday PDR: Communication of PDR rating and final salary to employees opens (Admin Staff)  (deadline June 29)*
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
25 Monday Paper invoice cutoff, Period 12
25 Monday Payroll - eSDS non-exempt changes cutoff
27 Wednesday eRFP cutoff, Period 12 (please do not send FY18 eRFPs until July)
28 Thursday Payroll - eSDS exempt changes cutoff
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
29 Friday PDR: Communication of PDR rating and final salary to employees ends (Admin Staff)*