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Dear Colleagues,

In observance of the UCLA Winter Holiday Closure, Extramural Fund Management will close at 5:00 p.m. on Friday, December 18, 2020, and will reopen at 8:00 a.m. on Monday, January 4, 2021.

For the Closeout Packets that were due by November 30, 2020 but not submitted to EFM, EFM will provide the results of its final expense review to departments by Tuesday, December 8, 2020.  Department fund managers must provide confirmation of final expenses to EFM by close of business on Friday, December 11, 2020.  For the Closeout Packets due in December 2020, EFM will review them beginning January 4, 2021 following the standard procedure.

For non-payroll cost transfers, please submit them by Tuesday,  December 15, 2020.  High risk non-payroll cost transfers submitted after the deadline will be reviewed by EFM beginning January 4, 2021.

For payroll cost transfers (Direct Retros), please refer to the UCPath Direct Retro Processing schedule below published by CRU. Please note UCPath blackout dates from Wednesday, December 9 at 10 p.m. until Monday, December 14 at 6 a.m. For more details, see the attached announcement from CRU. With these schedules along with November Ledger close and Campus Winter Closure, there is not much time for campus to review payroll expenses and process direct retros timely, including EFM’s approval when applicable.

  • If you have direct retros that have not yet been processed for October payroll or prior, please take actions as soon as possible, no later than Tuesday, December 8, 2020. This leaves EFM with only one day, December 9, 2020, to review and approve to be processed in December ledger. Please bring EFM accountant’s attention to these transfers if they need to be reviewed in conjunction with the final financial deliverables that are due in December 2020.
  • For November payroll, I recommend that you do your best to review and process direct retros as soon as November ledger is available on November 9, 2020 and resume the process when the system is back up on December 14, 2020. If you miss this window, you can still process direct retros next year when you return after the Winter Closure. EFM will review them in January 2021 and they will be processed in January ledger.

UCPath Direct Retro Processing Schedule

Direct Retro must be Approved by the End of the day on: Direct Retro will be visible on the Labor Ledger and DOPE, the morning of: Direct Retro will post to the General Ledger on: Direct Retro will be reflected in the:
11/15/2020 11/19/2020 11/20/2020 November Financials
12/07/2020 12/11/2020 12/12/2020 December Financials
12/13/2020 12/17/2020 12/18/2020 December Financials
12/27/2020* 12/31/2020* 01/01/2021* December Financials

*There is a possibility to perform Direct Retro if the UCPath On-cycle or UCPath Off-cycle processes run as planned without issues.

Happy Holidays!

Yoon Lee
Extramural Fund Management Team