BRS Fiscal Close Deadlines - FY25-26

BRS HR/APS Deadlines

Purchasing & Reimbursement

Department: Berkeley Regional Services Purchasing & Reimbursements (P&R)

• Reimbursements

Due Date	How to submit
N/A	Direct Enter at: https://reimburse.berkeley.edu/

For faster processing, use Direct Enter for Travel & Entertainment expenses. BRS will continue to help process complex travel reimbursements that involve extensive foreign currency and multiple destinations. Please allow ten (10) business days for BRS to process these requests.

Note: this does not include processing time by Accounts Payable (AP).

• Purchase Order (POs) requests for amounts over $10,000

Due Date	How to submit
Friday, May 8, 2026	BearBuy: http://bearbuy.is.berkeley.edu/

Orders over $10,000 are due to BRS by May 8, 2026 in order to adhere to Supply Chain Management's due date of May 16, 2025. Low value catalog (under $5,000) and non-catalog (under $1,000) POs that are filled out correctly will auto approve the same day (unless they are funded with Federal or Contract & Grant funds). 

Note: Please see typical SCM Procurement processing times featured here and take special note of exceptions that could prevent purchase orders and contracts from being completed by the campus' June 30 fiscal close timeframe. 

Contact	Resources
BRS regional Purchasing and Reimbursements supervisor or team lead: https://portal.berkeley.edu/regions  BEARS: bearspurchasing@berkeley.edu  BEST: bestpurchasing@berkeley.edu  ERSO: ersopurchasing@erso.berkeley.edu  ProS: ProSPR@berkeley.edu  SHARE: share_purchasing@berkeley.edu	For BRS-supported departments (excluding ERSO): https://regionalservices.berkeley.edu/regional-services/purchasing-and-reimbursements

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SPOT Awards

Department: Berkeley Regional Services HR/APS 

Final deadline for SPOT Award payment requests to BRS. Requests for additional certificates/letters have earlier deadlines - contact the respective BRS HR Business Partner for details.

Due Date	How to submit
Monthly: Monday, May 11, 2026	For BEST, SHARE, ProS, and BEARS Regions, submit an online HR Service Hub ticket for assistance with any HR-based requests.
Bi-Weekly: Friday, May 29, 2026	For ERSO Region departments, contact the team for assistance with any HR-based request using: ersohrops@erso.berkeley.edu
	For RA assistance, departments should contact their respective BRS Research Administrator (RA).

Contact	Resources
The respective BRS regional HR/APS Team: https://portal.berkeley.edu/regions	For BRS-supported departments (excluding ERSO): https://regionalservices.berkeley.edu/regional-services/human-resourcesacademic-personnel-support-hraps
	For ERSO departments: http://www.erso.berkeley.edu/erso/content/human-resources

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Payroll Corrections & Missing Payments

Department: Berkeley Regional Services HR/APS 

Deadline for requests for any late payroll corrections and/or missing payment requests for all employees. 

Due Date	How to submit
Monthly: Monday, May 11, 2026	For BEST, SHARE, ProS, and BEARS Regions, submit an online HR Service Hub ticket for assistance with any HR-based requests.
Biweekly: Friday, May 29, 2026	For ERSO Region departments, contact the team for assistance with any HR-based request using: ersohrops@erso.berkeley.edu
	For RA assistance, departments should contact their respective BRS Research Administrator (RA).

Contact	Resources
BEARS (incl. I-House): bears_payroll@berkeley.edu  BEST: best_payroll@berkeley.edu  ERSO: Refer to the ERSO Payroll webpage for specific directions at https://www.erso.berkeley.edu/web/payroll    ProS: pros.payroll@berkeley.edu  SHARE: share_payroll@berkeley.edu	For BRS-supported departments (excluding ERSO): https://regionalservices.berkeley.edu/regional-services/human-resourcesacademic-personnel-support-hraps
	For ERSO departments: http://www.erso.berkeley.edu/erso/content/human-resources

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Salary Cost Transfer Entries

Department: Berkeley Regional Services Research Administration (RA)

Deadline for requests for final entries with effective dates before Monday, June 28, 2026that are handled by BRS. Departments/units who process their own direct retro entries should follow the respective UCPath Pay Confirm deadlines for the pay periods that they are adjusting. 

Note:  The Friday, May 29, 2026 deadline also relates to Work-Study Salary Cost Transfer entries. Other work study funding details will be communicated separately to campus by the Financial Aid and Scholarship Office. 

Due Date	How to submit
Friday, May 29, 2026	For BEST, SHARE, ProS, and BEARS Regions, submit an online HR Service Hub ticket for assistance with any HR-based requests.
	For ERSO Region departments, contact the team for assistance with any HR-based request using: ersopayroll@erso.berkeley.edu

Contact	Resources
The respective BRS regional HR/APS Team: https://portal.berkeley.edu/regions	For BRS-supported departments (excluding ERSO): https://regionalservices.berkeley.edu/regional-services/human-resourcesacademic-personnel-support-hraps
	For ERSO departments: http://www.erso.berkeley.edu/erso/content/human-resources

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Position Funding entries (changing fund distributions for the current pay cycle)

Department: Berkeley Regional Services Research Administration (RA)

Deadline for requests with effective dates before Monday, June 29, 2026 that are handled by BRS. 

Note: Departments/units who process their own position funding entries should follow the respective UCPath Pay Confirm deadlines for the pay periods that they are adjusting. 

Due Date	How to submit
Friday, May 29, 2026	For BEST, SHARE, ProS, and BEARS Regions, submit an online HR Service Hub ticket for assistance with any HR-based requests.
	For ERSO Region departments, contact the team for assistance with any HR-based request using: ersohrops@erso.berkeley.edu

Contact	Resources
The respective BRS regional HR/APS Team: https://portal.berkeley.edu/regions	For BRS-supported departments (excluding ERSO): https://regionalservices.berkeley.edu/regional-services/human-resourcesacademic-personnel-support-hraps
	For ERSO departments: http://www.erso.berkeley.edu/erso/content/human-resources

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Personnel Actions for Employees Retiring as of July 1

Department: Berkeley Regional Services HR/APS

Requests for employees to retire as of July 1 are due to BRS by the May 29, 2026 deadline. Submit an online BRS HR Service Hub request to initiate the separation. For departments supported by ERSO, contact the ERSO HR Team at: ersohrops@erso.berkeley.edu.

There have been some changes for UC Retirement Program (UCRP) payment options. Potential retirees should also review UCNet's "Retiring on 7/1/25? Here's what to do" for the latest details and helpful resources. Please note that employees must take additional actions with RASC to initiate the retirement process. For questions, contact your respective BRS Regional HR/APS Partner or Generalist. 

Due Date	How to submit
Friday, May 29, 2026	For BEST, SHARE, ProS, and BEARS Regions, submit an online HR Service Hub ticket for assistance with any HR-based requests.
	For ERSO Region departments, contact the team for assistance with any HR-based request using: ersohrops@erso.berkeley.edu

Contact	Resources
The respective BRS regional HR/APS Team: https://portal.berkeley.edu/regions	For BRS-supported departments (excluding ERSO): https://regionalservices.berkeley.edu/regional-services/human-resourcesacademic-personnel-support-hraps
	For ERSO departments: http://www.erso.berkeley.edu/erso/content/human-resources

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Onboarding New/Rehired Berkeley Employees (Biweekly and/or Monthly paid employees)

Department: Berkeley Regional Services HR/APS

All new/rehired employees for June should complete Onboarding/Hiring activities by the applicable deadline date in order to receive on-time pay on:

Type of Employment	Reporting Hours	Deadline to complete Onboarding/Hiring activities
Biweekly-paid employees	May 25 - June 7	May 29, 2026
Biweekly-paid employees	June 8 - 21	June 12, 2026
Monthly paid employees	June	June 5, 2026

Region	Contact
BEARS	bears_onboarding@berkeley.edu
BEST	bestonboarding@berkeley.edu
ERSO	ersohrops@erso.berkeley.edu
ProS	prosonboarding@berkeley.edu
SHARE	share_hiring@berkeley.edu

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Other Personnel Actions

Department: Berkeley Regional Services HR/APS

Request for personnel actions (e.g., FTE changes, pay rate changes, separations, etc.) for both bi-weekly/non-exempt and monthly/exempt employees are due to BRS by the deadline. 

Due Date	How to submit
Friday, May 29, 2026	For BEST, SHARE, ProS, and BEARS Regions, submit an online HR Service Hub ticket for assistance with any HR-based requests.
	For ERSO Region departments, contact the team for assistance with any HR-based request using: ersohrops@erso.berkeley.edu

Contact	Resources
The respective BRS regional HR/APS Team: https://portal.berkeley.edu/regions	For BRS-supported departments (excluding ERSO): https://regionalservices.berkeley.edu/regional-services/human-resourcesacademic-personnel-support-hraps
	For ERSO departments: http://www.erso.berkeley.edu/erso/content/human-resources