Year-End Closing 2025: Tasks & Deadlines

A guide to ensuring a smooth transition into 2026

Dear AITHYRA colleagues,

As we approach the end of the year, the HR team would like to express our heartfelt gratitude for your hard work, dedication, and the progress we’ve achieved together in 2025. Before the holiday season begins, please review the important tasks below to ensure a compliant transition into 2026.

📅 3 Required Actions

1. Submit Leave Requests

Please submit your Christmas & New Year 2025 leave requests in Sage/DPW immediately.

2. Review & Correct

Review all Sage/DPW entries for July–December 2025.

Deadline: 12 December 2025

3. Sign Confirmation

You will receive a Confirmation of Completeness document via DocuSign (between Dec 15–19).

Sign Deadline: 9 January 2026

✅ Your Sage/DPW Checklist

When reviewing your data for July–December 2025, please verify the following:

  • Every working day has a time entry.
  • Sick/nursing leave is fully approved (Status: “SICK-appr/NL‑appr”).
  • Home‑office days are marked with the “Home” code.
Tracking HO Day
  • All Business Trips (BT) and company events are correctly entered.
  • Special leave (SU) is entered where applicable.
  • EU project activities are entered daily.
  • Lab journal entries match Sage records (for former CeMM Lab Journal users).
  • Group Leaders: Ensure all pending vacation and overtime requests are approved.

Why is this important?

Accurate year-end data ensures:

  • Correct calculation of vacation, overtime, and home-office days.
  • Accurate data for tax authorities (preventing tax return delays).
  • Compliance with regulations regarding home-office reporting.
  • Protection for you and AITHYRA during audits.

ℹ️ Important Details

Corrections & Lock Dates

  • You can currently make changes in Sage for November and December only.
  • For changes to previous months, please email hr@aithyra.at.
  • December closing (in Sage) ends on 4 January 2026. Please complete entries before leaving for the holidays.

Overtime & Home Office

  • Overtime: HR will contact employees with high overtime. Anything above 40 hours (after lump-sum reduction) will be paid out in January 2026.
  • Home Office: Only full home‑office days (or home office + half‑day leave) count for tax reporting. Split days do not count.

Thank you for helping us complete a clean and accurate year‑end closing! Your attention to detail ensures compliance and fairness, and we truly appreciate your cooperation.

Best regards,

Alexander HAGE AHMED
Human Resources Generalist
hr@aithyra.at