Calendar Year-End Reminders for 2023

As college offices (including the Finance Office) will be closed for the holiday break from Tuesday, December 19, 2023, until Tuesday, January 3, 2024, kindly keep the following cutoff dates for payroll and accounts payable in mind over the next couple of weeks.

In addition, please take this opportunity to verify that the mailing address on your paycheck is correct, as this is where your 2023 W-2 form will be sent. Please email payroll@ursinus.edu, as soon as possible if there are any changes.

If your marital status or number of dependents changed during 2023, please complete and forward an updated W-4 form to Payroll to ensure that your federal income tax withholding is appropriate for your status. Form W-4 is available on the Finance office website, under “payroll.”

STUDENT BIWEEKLY PAYROLL

• The last student pay date for calendar 2023 will be Friday, December 29, 2023. Please email timesheets to payroll@ursinus.edu by noon on Monday, December 18, 2023.
• The next student pay date will be Friday, January 27, 2024.
• Timesheets for pay periods 12/10/23 to 12/23/23 (not including hours submitted on 12/18/23), 12/24/23 to 1/6/24 and 1/7/24 to 1/20/24 must be emailed to payroll@ursinus.edu by Friday, January 19, 2024 at noon in order to be processed for the 1/26/24 pay date.

STAFF BIWEEKLY PAYROLL

• Hours for the period 12/10/23 through 12/19/23 should be entered and approved by noon on Tuesday, December 19, 2023, in order to be processed for the 12/29/23 pay date.
• Hours for the period of 12/20/23 to 1/2/24 will automatically populate in timesheets as “Holiday” hours, with the exception of actual hours worked over the holiday break which need to be added and approved.
• Actual hours worked over the holiday break that have been added and approved will be paid on Friday, January 12, 2024.

MONTHLY PAYROLL

• Direct deposits for the month of December will be paid on Friday, December 29, 2023.

ACCOUNTS PAYABLE

• The last Accounts Payable check run for calendar 2023 will be Thursday, December 14, 2023.
• The next check run will be on Friday, January 5, 2024 (invoices due by noon Wednesday, 1/3/24).
• If you anticipate paying a vendor before January 5, 2024, please ensure that the Finance Office has the invoice or check request by noon on Tuesday, December 12, 2023.

CREDIT CARDS

• Please be sure to upload receipts and complete your credit card expense report by Wednesday, December 13, 2023. This will allow supervisor approval, prior to Friday, December 15, 2023. All November 2023 approvals are due by December 15, 2023.