2025 HR & Payroll Deadlines ahead of College Closure
2025 HR & Payroll Deadlines ahead of College Closure
December 5, 2025
HUMAN RESOURCES
As we prepare for the College Closure beginning December 22, 2025, please review the following HR and Payroll deadlines. All items must be fully approved by all required departments before being submitted to HR and Payroll.
- Exception Request Reviews (Administrators & Staff)
Deadline: December 12, 5 p.m.
- Status Changes (Administrators & Staff)
Deadline: December 12, 5 p.m.
- Requisitions (Job Postings)
Submit requisitions in Paylocity for HR approval.
Deadline: December 12, 5 p.m.
- Staff Hires / Offer Letters
Offer letters for a December 15 start must be submitted to HR by December 8, 5 p.m.
- Onboarding Requirements
Onboarding packets, including in-person I-9 verification, must be completed by December 12, 5 p.m.
- New Hires Starting After January
Any new hires needing offer letters before closure must be reported to HR by December 17.
Submissions received after these deadlines may not be processed until the College reopens on January 5, 2026, or later.
For questions, please contact Karin Hein at (925) 631-4457 or kkh4@stmarys-ca.edu
___________________________________________________________________________
PAYROLL
Managers and Supervisors: Due to scheduled vacations and the upcoming College closure, please plan ahead and coordinate timecard submission and approval timelines to ensure all deadlines are met.
Exempt Employees
- Timecards for both pay periods (Dec 1–14 & Dec 15–28, 2025) can be submitted: Friday, December 12
- Supervisor approvals for both pay periods due: Monday, December 15 by 12:00 PM
- Paydays:
- Dec 1–14 pay period: Friday, December 19
- Dec 15–28 pay period: Friday, January 2, 2026
Hourly Employees
Pay Period: December 1–14, 2025
- Your timecard due: Friday, December 12
- Supervisor approval due: Monday, December 15 by 12 noon
- Payday: Friday, December 19
Pay Period: December 15–28, 2025
- Your timecard due: Friday, December 19 (or earlier if you will be off for winter break)
- Please submit your hours early if you won’t be working during the break.
- Supervisor approval due: Monday, December 29 by 10:00 AM
- Payday: Friday, January 2, 2026
Important:
- Managers/Supervisors, if you have planned days off, please be sure to use a proxy to approve timecards to avoid delays in paychecks.
- If you need help setting up a proxy, please email your request to Payroll at payroll@stmarys-ca.edu
Because the College will be on holiday, follow-up reminders will be limited—please plan ahead.
Thank you for your cooperation. We wish you all the best with the close of the term and a blessed holiday season!