Dear Colleagues,
This email is to remind you of the EFM 2024-2025 Winter Holiday Closure and the corresponding important deadlines for the Closeout Packets and for high-risk payroll and non-payroll cost transfers that require EFM approval:
In observance of the UCLA Winter Holiday Closure, Extramural Fund Management will close at 5:00 PM, Friday, December 20, 2024, and will reopen at 8:00 AM on Thursday, January 2, 2025.
For the Closeout Packets (COPs) that were due by Saturday, November 30, 2024,
- There is no change to the due date. In cases where the COP is not submitted by the due date, EFM will provide results of the final expense review to departments by close of business on Wednesday, December 4, 2024. Department fund managers must provide confirmation of final expenses to EFM by close of business on Monday, December 9, 2024.
For the Closeout Packets due in December 2024 with the final invoices and the final financial reports (“Final”) that are due by Sunday, January 12, 2025,
- Department is to submit a COP to EFM by Friday, December 6, 2024. EFM will review and plan to submit the Final by the sponsor due date. If a COP is not submitted by Friday, December 6, 2024, EFM will provide results of the final expense review to departments by Wednesday, December 11, 2024. Department fund managers must provide confirmation of final expenses to EFM by Friday, December 13, 2024.
For the Closeout Packets due in December 2024 with Finals due after January 12, 2025,
- Department is to submit a COP following the due dates and EFM will work on these upon return in January, following the standard schedule.
For the high-risk payroll and non-payroll cost transfers,
- Department is to submit high risk cost transfers by December 4, 2024, for EFM to review them this calendar year to record in December ledger. This deadline takes into account the UCPath Center’s Salary Cost Transfer/Direct Retro Processing schedule. EFM must approve SCT and DR by December 6, 2024 and December 9, 2024 respectively to record them in December ledger.
- High risk payroll and non-payroll cost transfers submitted after the deadline will be reviewed by EFM beginning January 2, 2025.
Sincerely,
Yoon Lee,
Senior Director, UCLA Extramural Fund Management