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Employment Actions
|
November 1 - January 11
|
- Includes job evaluations, reorganizations, title changes, schedule changes, and salary changes.
- Changes may be entered in Workday beginning in January and cannot be retroactive.
|
Human Resources |
|
New Staff/Faculty Hires
|
December 12 - January 11
|
- Newly hired employees may not start work during this period. Exceptions for essential workers may be considered.
|
Human Resources |
|
Student Hires
|
October 31 – December 11
(limited)
December 12 – January 01
(full freeze)
|
- Spring hires can be submitted before Dec 12 in Oracle or beginning Jan 2 in Workday.
- Full student employment freeze, all student employment transactions will be suspended.
- No new student employees will be able to start during this time unless their hire was approved and processed prior to Dec 12th.
|
Student Employment
(exception request not available in the RSC until 10/31) |
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Returning Adjuncts
|
December 8 - January 5
|
- Payment entries may be entered and approved in Oracle before Dec 8.
- Any entries not submitted by this date may be entered in Workday beginning Jan 5.
|
Human Resources |
| BrassRing Requisitions |
December 1 |
- The last day to post a new requisition in BrassRing.
|
Human Resources |
| Talent Roadmap - Courses and Transcripts |
December 22, 5pm |
- The last day to take courses and download transcripts in Talent Roadmap.
- For more information on downloading transcripts, refer to How do I download my transcript in Talent Roadmap?
- Workday Job Aids will be shared through the training sandbox and on this site during the gap between Talent Roadmap and Workday Learning.
|
Human Resources |
| Exempt Employees: Time Off Requests |
December 23 |
- Time off requests for time taken between 7/1-12/31 must be entered by 12/23 to ensure balances transfer accurately into Workday.
- Time off requests for January 1, 2026 and beyond should be entered into Workday at or after go-live (January 2).
|
Human Resources |
|
Oracle Responsibilities
|
December 5
|
- Last day to request Oracle Responsibilities.
|
Accounting |
|
Participant Support Stipends
GRA Stipends
Cash Awards
|
December 8
|
- Last day to enter payments via APEX.
|
Accounts Payable |
| Supplier Onboarding (Paymentworks) |
December 9 |
- Last day for PaymentWorks registrations to be submitted by the vendor.
|
Procurement Services |
| Invoice Loaders from Suppliers |
December 9 |
- Last day for suppliers to submit invoice loader files to Accounts Payable (AP).
|
Accounts Payable |
|
Requisitions
Purchase Orders
Invoices
Invoice Payment Forms (IPFs)
Expense Reimbursements
|
December 10 (ENTRY)
December 12 (APPROVAL)
|
- Last day to enter requisitions.
- Last day to submit invoices or IPFs to Accounts Payable (AP).
- Last day to submit expense reimbursements.
- Last day to approve/process Purchase Orders (POs)
- Please note that requisitions MUST be approved by Noon on 12/12 to be processed into a PO.
- Last day to approve invoices and IPFs.
- Last day to approve expense reimbursements.
- Last day for OnBase Indexing (Dining Included)
Any tasks not approved/processed by December 12 will need to be re-entered into Workday
|
Accounts Payable (for Invoices, IPFs, Expense Reimbursements)
Procurement Services (for Requisitions, POs)
|
| Travel Expense reports (TERs) |
December 10 |
- Corporate Paid Travel Card Transactions
- See row above for other expenses.
|
Travel and Other Reimbursements
|
| Chart of Account/FDM Values |
December 12 |
- Any new departments (including name changes and PI departments), new gift, endowment, project accounts (capital, designated), object codes.
|
Accounting |
| SPA-specific |
December 12 |
- Budget Entries- any amendments to existing award budgets (i.e., new funding, budget closeout, etc.).
- New Projects - creation of new Oracle project #'s entered in Novelution/Oracle.
- New Subawards - follows requisitions/POs.
|
Grants & Contracts |
| New Customers |
December 15 |
- Last day to set up new customer in Oracle (Accounts Receivable).
|
Accounts Receivable |
| Cash Receipt Deposits & Petty Cash Receipts |
December 17 |
- Complete a deposit slip and bring to USC secure drop box in lobby.
|
Accounting |
| Timecard entry |
December 25 |
- Last time entry in KRONOS; KRONOS clocks disabled 12/26/25.
|
Timekeeping |
| Accounts Receivable |
December 31 |
- Last day to enter invoices in Oracle.
|
Accounts Receivable |
| December PNC/Active Pay: PCards and Travel Cards |
Submit final December packet
by January 6, 2026. |
- Follow the standard December Procurement Card schedule. December activity needs to be reconciled in PNC and final packet sent to pcard@rit.edu.
|
Procurement Card Program |
| December Month End/Quarterly Close (in Oracle) |
Close period:
January 5 - January 9, 2026 |
- Follow the standard December close instructions.
|
Accounting |
| Effort Reporting |
December 8
(Bi-weekly Payroll)
December 12
(Semi-monthly Payroll)
|
- Costing Allocation updates in Oracle
|
Grants & Contracts |
| Journal Entries - December 2025 |
Due Tuesday, January 6, 4:30 PM |
- All entries for January activity must be completed in Workday.
|
Accounting |
|
EMS System Changes/Updates
|
December 13 - January 6, 2026 |
- Employee position changes cannot be processed until January 6, 2026.
- New access for new hires cannot be granted until January 6, 2026.
|
N/A |
| Student Driver Certifications |
December 1 - January 5, 2025 |
- Per Parking and Transportation Services
|
N/A |
|
NOTE: Additional dates will be added to this list when they are finalized.
Exceptions to these freeze dates will be considered on a case-by-case basis.
Any approved exceptions will require dual entry of transactions in both Oracle and Workday. This not only increases the burden on staff who are focused on go-live activities but also introduces a risk of data errors. For these reasons, exceptions will be closely evaluated and only approved if absolutely urgent.
Please see this RSC knowledge article for details on submitting an exception request for consideration.
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