Please see below for services and operations available during the Institute’s Winter Break—Wednesday, December 25, 2024, through Wednesday, January 1, 2025—and important calendar year-end deadlines.

The VPF Reception and Service Desk in NE49-4000 is closed during Winter Break.

Accounts Payable Year-End Payment Cutoff Dates

Accounts Payable has established the following cutoff dates for reimbursement payments to MIT students and employees and payments to external suppliers:

  • Paper checks: Monday, December 16
  • Paymode (ACH) direct deposits to suppliers: Tuesday, December 17
  • ePayable credit card payments to suppliers: Tuesday, December 17
  • Non-payroll direct deposits to employees and students (RFP and travel reimbursements): Tuesday, December 17

B2P Purchasing Requests, Change Orders, and Contracts

  • DLCIs should plan to have B2P requisitions routed to VPF no later than Monday, December 16. Requests made after that date will be monitored and approved (dependent on complexity) through Monday, December 23, but may be deferred until January.
  • DLCIs requiring signed contracts related to B2P requisitions must coordinate with VPF Contracts to provide enough lead time for VPF Contracts to review, approve, and coordinate signatures by these deadlines, and be available to answer questions up until the time of signature. 
  • In line with standard practice, VPF will not complete contract signature requests until all questions regarding contract terms, where applicable, have been resolved.

Purchasing and Payments – Urgent Requests

  • VPF managers will be monitoring their email during the Winter Break for urgent requests related to purchasing and payments.

Payroll Cutoff Schedule

  • The time sheet cutoff for the week ending Sunday, December 15, is Monday, December 16, at 5 p.m. The pay date is Friday, December 20.
  • The recommended time sheet cutoff for the week ending Sunday, December 22, is Friday, December 20, at 5 p.m. to accommodate the Winter Break.
  • Time sheets will remain open until noon on Monday, December 23, for any time sheets not approved on Friday, December 20. Weekly payroll will begin processing at noon on Monday, December 23, for pay date Friday, December 27.
  • The recommended time sheet cutoff for the week ending Sunday, December 29, is Friday, December 27, at 5 p.m.
  • Time sheets will remain open until noon on Monday, December 30, for any time sheets not approved on Friday, December 27. Weekly payroll will begin processing at noon on Monday, December 30, for pay date Friday, January 3, 2025.
  • All other December cutoff dates remain unchanged including for eSDS changes.

Office of the Recording Secretary

Agreement Signature Requests

  • VPF signature requests must be received by VPF, from the Office of the General Counsel (OGC), no later than Tuesday, December 17, in order to be signed by close of business on Thursday, December 19.
  • DLCIs requiring signatures must coordinate with OGC to provide enough lead time for OGC to approve and route to VPF by these deadlines and be available to answer questions up until the time of signature. VPF will not process any agreements that have not been routed through OGC.
  • In line with standard practice, VPF will not complete signature requests until all questions regarding contract terms and OFAC status, where applicable, have been resolved.
  • If an urgent request arises and you cannot reach your usual OGC contact, email OGC's Regina Dugan dugan@mit.edu who will coordinate with VPF as necessary.

Accounts Receivable

  • Check processing deadline: Monday, December 16
  • General invoicing request deadline: Monday, December 23
  • Electronic payments: VPF will provide coverage for electronic payments throughout the closure period but with reduced staff working each day. If you are aware of payments that may be received during that period, email wire-transfers@mit.edu with details (customer/company name, amount, G/L, and cost object) so that we can apply the funds on a timely basis.

Journal Vouchers (JVs)

  • VPF will provide coverage for JV approvals throughout the Winter Break with reduced staff; longer than normal turnaround times should be expected.

Cost Object and G/L Account Requests

  • Cost Object and G/L Account requests will not be processed during the Winter Break but may be submitted to the request queues during this time. 

Sponsored Accounting Closeout-Related Requests

  • Sponsored account closeout-related requests will not be processed during the Winter Break but may be submitted to the request queues during this time.  

Quarterly eDACCA Certification

  • Quarterly eDACCAs for FY25-Q1 should be certified by the close of business Monday, December 23.

Office of Insurance

  • For urgent matters related to MIT Insurance, contact Director Sandy Mitchell at slmitch1@mit.edu.

Merchant Services

  • VPF will upload bank files daily ensuring all December revenue is recorded as received. Any Merchant Services inquiries will be addressed after the Winter Break.