2025 Year End Important Dates (for PIs/Project Staff)
In our ongoing efforts to provide our project staff with early communication, please note the following 2025 Year-End Important Dates:
| Dates | Details |
| ePAF Deadline: December 11, 2025 (Thursday) | Deadline for all retroactive payroll correction and adjustment requests for 2025. Pay period ending 12/15/2025 is the last payroll for the tax year 2025 and the last chance for retroactive payroll adjustments to be processed in the current payroll year. Any adjustments posted after pay period ending 12/15/2025 will be considered 2026 earnings/adjustments and will NOT be included in the employee’s W-2 form for 2025. |
| December 8, 2025 to December 31, 2025 – Taxable Travel Payments via the Financial Portal (FOR FAs ONLY) | Please hold on submitting or approving Taxable Travel Payments for RCUH Employees from December 8, 2025 to December 31, 2025. Travel Per Diems must be posted as taxable when they are received and due to timing the last payroll of the 2025 tax year is December 15, 2025, please hold off on processing during the requested times. Travel payments may resume on January 1, 2026. |
| FINAL PAYROLL DEADLINE FOR THE 2025 TAX YEAR: December 16, 2025 (Tuesday) at Noon HST | Payroll deadline for the 12/01 – 15/2025 pay period. Please ensure that ALL eTimesheets are submitted and approved by the RCUH HR payroll deadline. Any late timesheets processed after pay period ending 12/15/2025 will be considered 2026 earnings/adjustments and will NOT be included in the employee’s W-2 form for 2025. |
| December 21, 2025 (Sunday) | Deadline to consent for electronic W-2 form and mailing/email address changes. We ask that Projects encourage all of their employees to consent to receive their W-2 electronically through the secure Employee Self-Service site. |
| December 25, 2025 (Thursday) | Christmas Holiday |
| January 1, 2026 (Thursday) | New Year’s Day Holiday |
| First Payroll Deadline for the 2026 Tax Year: January 2, 2026 (Friday) at Noon | Payroll deadline for the 12/16 – 31/2025 pay period REMINDER: Have your employees submit their eTimesheets early – Payroll Deadline is a Friday after a Holiday. |
| January 7 , 2026: Vacation Forfeiture Process | Employee vacation balances will be updated on eTimesheets and pay stub to reflect the vacation forfeiture action. *Contact Employee Benefits at [email protected] |
| February 1, 2026: Posting Deadline for OSHA 300A Form | Each Principal Investigator is responsible for publicly posting their Summary of Work-Related Injuries and Illnesses (OSHA Form 300A) at each establishment identified for their RCUH employees starting February 1 through April 30, 2026. OSHA Form 300As will be provided to you by RCUH Employee Benefits no later than January 30, 2026. *Contact Employee Benefits at [email protected] |
Calendars and Schedule for 2026/2025:
To add the RCUH ePAF and Payroll Deadlines to your own calendar, please use the links below. You may adjust these deadlines to reflect your project's internal deadlines as needed.
If you have any questions, please contact RCUH Payroll at [email protected].
