University Finance

Johns Hopkins University Finance Monthly Newsletter

January 2025 | Volume 16 Issue 1

inside this issue:

HR Processing Deadlines and Pay Dates for 2025

P-Card 2025 calendar

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Finance News

HR Processing Deadlines and Pay Dates for 2025

HR Processing Deadlines and Pay Dates for 2025 are available at the HR/Payroll website for weekly, bi-weekly and semimonthly payrolls at https://hrpayroll.ssc.jhu.edu/hr-data-processes/dates-deadlines/.

Updated hours and new office location for Petty Cash at Wyman Park

The Petty Cash office at Wyman Park will be closed the following day(s):

Wednesday January 8, 2025

Effective January 15, 2025 the Petty Cash Office is moving to room G67A. The street address and hours will remain the same.

Click the link below for more information for updates on the move and hours.

https://treasury.finance.jhu.edu/cash-accounting/petty-cash/

E-form Cut Off Dates for 2025

The E-Form cutoff dates for 2025 are available on the Financial Research Compliance site at https://frc.finance.jhu.edu/cost-transfers/payroll-cost-transfers/

Winter Holidays

E210 Coding of Winter Holidays December 25 – January 1

Here are a few reminders regarding how to manage holidays for full- and part-time employees:

Non-exempt employees who are required to work on a University holiday will receive either their normal pay (received as part of their semi-monthly pay) plus pay at one and half times their hourly rate for each hour worked on the holiday, or normal pay (received as part of their normal semi-monthly pay) plus time off at the rate of one and one-half hours for each holiday hour worked.
Time off may be taken with supervisory approval in the current or upcoming calendar year.
Non-exempt employees may not receive additional pay and additional time off for the same holiday.

Holiday e210 codes should be used as follows:

Non-exempt employee working a full day or more on the holiday and receiving normal pay plus pay at time and a half for hours worked on the holiday code hours worked with the HX code. Here are two examples:

8 HX
7.5 HX

Non-exempt employees working more hours on a holiday than what they are normally scheduled, enter all hours worked with the HX code.

Here is an example of a non-exempt employee who is scheduled to work 8 hours per day but works 12 hours on the holiday:

12 HX

Non-exempt employee working a partial day on a holiday and receiving normal pay plus pay at time and half for hours worked on the holiday will use the HX code for the hours worked and the remaining hours scheduled to work are coded with the H code. The combination of working hours and holiday hours (not worked) cannot exceed the hours the employee is normally scheduled to work on that day.

Here is an example of an employee who was scheduled to work 7.5 hours but work 4 hours:

4 HX/3.5 H

Non-exempt employee working on the holiday who will be receiving normal pay plus time off at time and a half for hours worked on the holiday will use the HXC code. The time off earned from working the holiday will be coded with the AH (alternate holiday). Supervisor and employee are responsible for monitoring the future use of the holiday time. Add comments to the e210 for tracking purposes.

Here are two examples:

8 HXC on holiday; 12 hours of alternate holiday (AH) to be used at a later date
7.5 HXC on holiday; 11.25 hours of alternate holiday (AH) to be used at a later date.

Exempt employees required to work on a holiday will code their time with the HXC code and will receive one day of paid leave that can be used at a later date.

Please remember:

Employees must be in paid status before and after the holiday to be paid for University holidays.
An employee’s last day worked cannot be a holiday unless they work that day.
Holiday leave applies only to full- and part-time staff.
Non-exempt employees are entitled to holiday pay equivalent to their weekly hours divided by 5.
Clinical associates do not receive University holidays. If they do not work, they must use paid leave to cover all absences.
If the holiday falls on a day that the employee is not scheduled to work (non-standard work schedules), the holiday (H) code should be removed. The employee is entitled to holiday leave at a later date and would use the alternate holiday (AH) code when the leave is taken.

The Holiday Policy can be viewed online at the following link: https://policies.jhu.edu/doc/fetch.cfm/eTOB68KI.

Contact the E210 Help desk at [email protected] or call 443-997-2157 if you have any questions.

Travel to the United Kingdom – Electronic Travel Authorization

Starting January 8, 2025, you will need an Electronic Travel Authorization (ETA) to travel to the United Kingdom. (European travelers will require an ETA from April 2, 2025.) This mandate applies to all visitors to the UK, except British and Irish citizens.

Here is what you need to know to apply!

To obtain an ETA, you must complete an online application and be approved prior to your trip. Beginning November 27, 2024, non-Europeans can apply for ETAs. Once an application is submitted, it usually takes three working days to process. The ETA will be digitally linked to your passport upon approval. The ETA is valid for two years or until the passport expires, whichever comes first.

ETA Application Link
For more information about the UK’s ETA mandate, click here

Please feel free to reach out to [email protected] if there are any questions.

P-Card 2025 calendar

2025 calendar for P-Card posting dates by month, includes first and last posting date for each month and last day to submit and approve P-Card by date and time.

Link: https://paymentcards.ssc.jhu.edu/procurement-card-program/statement-closing-calendar/

Please use the Procurement Service Now Portal if you have any questions, https://jhuprocureprod.service-now.com/

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University Calendar

Communication to JHU Users – Cut-Off Calendar

Key JHU Closing Dates: Please refer to the Online University Finance Calendar for all pertinent communication including University Key Dates.

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University Events

University Office of Finance Just Honoring U Employee Recognition Program

The Johns Hopkins University Finance Employee Recognition Program is designed to acknowledge the efforts and contributions of University Finance staff. This program will recognize those employees who have performed above and beyond normal expectations, often defined as “Going the Extra Mile”.

Awards will be made semi-annually. All employees within University Finance are eligible to be nominated and these nominations can come from anyone from the Hopkins community not including the employee’s direct supervisor. While an employee may be nominated each semi-annual period, that employee may only be eligible to win the premium award once per fiscal year.

Recognition of recipients will be done semi-annually at an award ceremony, generally in the months of June and December (submission deadlines are May 1st and November 1st). All recipients, their immediate supervisor, all Finance Directors and the selection committee will be invited to the award presentation and each recipient will be presented with a Certificate of Recognition and a small gift. Additionally, a copy of the written nomination form and Certificate of Recognition will be placed in the employee’s personal file.

Download the nomination form at Just Honoring U Nomination Form. Once you have completed the form, click the “Submit” button at the bottom of the form and follow the directions to email the completed form. You must complete the entire form for it to be considered.

If you have any questions or are unable to access the form, please email [email protected].

Holiday Calendar

The current holiday calendar for JHU is by calendar year. Please note, the University holiday calendar will now cover three years at a time.

The current 2025-2027 calendar can be seen here.

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