2024-2025 Holiday Closures

Procurement 

December 6th is the last day to enter a requisition to ensure it is reviewed by a Commodity Manager or Professional Buyer before the campus closure.

Federal Subcontracting Plans (SBDO): Submit all small business subcontracting plan requests by Monday, December 2nd.

To request assistance with a procurement emergency during the campus closure please:

• Report the emergency via Services & Support and include Urgent – Procurement
• Be sure to state the reason for the procurement emergency and submit the case

Small business plans received after these deadlines will be reviewed on or shortly after the campus re-opens for business on January 2, 2025.

Disbursements & Travel 

Invoices & Payments

• The last day to submit an invoice in Payment Compass is Wednesday, December 18.
  • Invoice approvals must be completed by Friday, December 20, to ensure check payments are issued before the holiday closure.
• The last day to submit an external batch file for check payments is Wednesday, December 18.
• Processed and printed checks will be mailed on Monday, December 23
• IPPS HQ will be open for physical check pickup on Friday, December 20, and Monday, December 23

During the closure, OFC AP will continue validating and routing AP invoices for approval, with approved invoices continuing to post to the GL and PPM ledger. All electronic payment files will continue to be issued as usual throughout the holiday closure, while check payments will resume on Thursday, January 2nd.

Please note that the last day to submit an AP Non-PO Payment Request will be December 13  to guarantee approval from IPPS. The AP Non-PO Payment Request will subsequently be routed through normal OFC AP validation and departmental approval.

Wires

Wire requests submitted via Services & Support by Friday, December 13th that contain all documentation and FinU approvals will be processed prior to the holiday closure. All wire requests received after close of business on Monday, December 16th will be processed upon return. Requests/tickets missing any of the required components will not be processed. 

Subawards 

Subaward invoices transmitted from Kuali Research to Oracle (occurs through automation) must have Final approval in KR on Wednesday, December 18, 2024. All electronic payment files will continue to be issued as normal throughout the holiday closure. The last day to submit a wire request for a subaward is Friday, December 13, 2024. 

Oracle Approvals

Review your Oracle approval queue to approve any supplier invoices as soon as possible, to ensure they progress to the payment issuance stage in the system. Invoices will process for payment in accordance with the Supplier Payment Terms indicated in Oracle (e.g., Supplier has Net 30 terms, then the payment will be issued 30 days from the Invoice Date IF all approvals have been completed).   

Concur  

December 6th is the deadline for the following Requests (in order for approved expenses to post in the December ledger, otherwise they will post in subsequent ledgers):

• Employee reimbursements including meetings, entertainment, and programmatic activities: completed and approved with required attachments
• Travel prepayment requests, and claims, including mileage: completed and approved with required attachments
• Human Subject Payment requests including Visa Gift Card requests and Cash Advance requests must be submitted and have approval
• All other Visa Gift Card requests must be submitted and have approval

For foreign wire payments made through Concur, the deadline is November 27th (for December ledger posting).

Note: The payroll deadline for employee moves, or trips including taxable payments/reimbursements was November 1, 2024. Any reports that are submitted during the remainder of 2024 will be held for approval until January 2025. This early deadline is due to the university's holiday closure in December and IRS tax regulations, which require the University to report these expenses as taxable to the employee within the same calendar year.

Travel & Entertainment Card

• New card requests, card cancellations, limit increases/decreases, requests must be received via Concur by the Central Office no later than December 20th, at 4:30 p.m. before the winter holiday recess.
• Declines or MCC restriction exemptions, please contact us through Service and Support. During the closure there will be very limited monitoring of incoming requests.
• Emergencies, contact US Bank Customer Service at (800) 344-5696.
• Regular business hours resume on January 2nd.  

Procurement Card

• New card requests, card cancellations, limit increases/decreases, and delegation of authority requests must be received in Concur by the Central Office no later than December 20th, at 4:30 p.m. Please ensure that you are monitoring submitted requests to ensure the request is approved by your Department Administrator and Financial Unit Approver in a timely manner.  
• Declines or MCC restriction exemptions, please contact us through Service and Support. During the closure, there will be very limited monitoring of incoming requests. 
• Emergencies, contact US Bank Customer Service at (800) 344-5696.
• Regular business hours resume on January 2nd.  

Logistics

Receiving

Distribution

Campus Mail Services

• 12/27 – 12/29, mail can be picked up in-person from 7835 Trade Street, between 9 a.m. – noon.
• Mail can be delivered by request only if the request is received before 12/18.

Student Mail Services

The Trove

• Self-service locker package pickup will be open subject to University Center hours.
• The Trove's service desk will not be staffed subject to the University holidays listed below. Services including outbound shipping and PMB package pickup will not be available during these days.
• For questions about package pick-up, please submit a support case here.

Outbound Mail & Shipping

• While closed on December 27 - 29, Outbound Mail & Shipping can be reached for emergencies between 8 a.m. - noon.
• Outbound Mail will be closed to the public during the dates below. We will process any residual outbound from campus closure on Friday, December 28th.

Surplus Sales

• On December 27th & 28th, Surplus Sales will be open by appointment only from 10 a.m. - 3:30 p.m.

Moving Services

• Moving Services is on call during the closure days. Contact in advance if Moving Services is needed during this time.

Self-Storage

STORE

• On December 27-29, STORE will be open from 8 a.m. - noon. for gas cylinder deliveries and client support.

Phones & Email Support: 

• December 16 - 20: 7 a.m. - 5 p.m. 
• December 21 - 22: CLOSED 
• December 23: 7 a.m. - 5 p.m. 
• December 24 - January 1: CLOSED 
• January 2 - 3: 7 a.m. - 7 p.m. 
• January 4: CLOSED 
• January 5: Resume normal business hours 

Open Zoom Room & Chat: 

• December 16 - 20, 23: 8 a.m. - 4:30 p.m. 
• December 24 - January 1: CLOSED 
• January 2: Resume normal business hours 

Walk Up Support at AP&M 1313

Walk up support will be closed December 23 - January 1st. We will resume normal Business Hours starting January 2, 2025.

For Walk Up Support on Monday, December 23, please visit the HIVE located on the third floor of the Torrey Pines Center.  

Library Services Available During the 2024 Campus Winter Closure

Find winter closure information at lib.ucsd.edu/winter-closure.

Geisel Library: Closed from 6 p.m. Monday, December 23, 2024 until 7:30 a.m. Thursday, January 2, 2025. See Library hours or make study room and other reservations for January 2 and beyond.

WongAvery Library: Closed from 5 p.m. Monday, December 23, 2024 until 10 a.m. Thursday, January 2, 2025. See Library hours or make study room reservations for January 2 and beyond.

Online resources: Electronic journals, electronic books, and databases remain accessible remotely to UC San Diego students, faculty, and staff through UC San Diego's virtual private network (VPN) using the 2-step Secured - allthruucsd setting.

Instructors offering Library-supported course reserves during Winter Quarter 2025: Submit requests at reserves.ucsd.edu as soon as possible. Requests submitted after Friday, December 6, 2024, may not be available for student use until after winter instruction has begun.

Streaming media requests: Requests for streaming media to be used in Winter 2025 courses should be submitted as soon as possible through our Request a Purchase form. Contact streamingmedia@ucsd.edu with questions related to streaming media.

During the campus closure, limited information and research assistance is available through the Library's 24/7 online chat service, with questions answered by librarians from non-UC academic libraries. Questions referred to UC San Diego librarians for further response, along with questions submitted by email or phone, will start receiving replies on January 2, 2025, in the order received.

The following resources and tools can provide self-help assistance:

• Get Help
• Library Subject and Course Guides can help you find and navigate our many resources

The Sponsored Projects Office (OCGA, SIO-OCGA, and HS SPPO) will be closed during this period, and contract and grant officers will not be available to review and submit proposals or act on award negotiations/executions. We will reopen on Thursday, January 2, 2025.

Principal Investigators and Department/ORU administrators should be mindful of this closure when planning proposal submissions and award negotiations/executions that fall between these dates, including deadlines in early January 2025.

• The proposal package, with the science in draft form, must be routed through Kuali Research by 8 a.m. Monday, December 16th to the SPO officer.
• The finalized science section and the remainder of the final proposal package must be submitted to the SPO by 8 a.m. Thursday, December 19th. 

Proposals routed after 8 a.m. on Thursday, December 19th, and due on or before Monday, December 23rd, will be considered an as-is proposal and not be guaranteed a submission.

• NIH Non-Snap Progress Reports (RPPR) due January 1, 2025: if you’re working on a progress report with a budget component, please prepare the RPPR for review and route it to your HS SPPO officer by Monday, December 16th for submission before Friday, December 20th.

Find more information on Proposal Review Levels.

OMCP divisions and operations that will be closed include:

• Vice Chancellor, Operations Management and Capital Programs – Administration and Finance
• Campus Planning<
• Policy & Records Administration
• Lost & Found

These OMCP units will have minimal staffing and limited services from Dec. 24, 2024, through Jan. 1, 2025.

Capital Program Management

Capital Program Management will remain open and the senior leadership team will remain available. Construction project sites will remain open and operational, with management and inspection staff on site as required. Staff not on vacation will be working remotely as needed to support their projects and clients. Contact them directly or through the main telephone line, (858) 534-2177.

Environment, Health & Safety

For EH&S related emergencies, contact 9-1-1 or (858) 534-4357 (HELP) and a campus dispatcher will summon EH&S responders. For EH&S limited services, contact (858) 534-3660 and your call will be referred to an appropriate team member for follow-up. 

For Emergency Operation Center (EOC) issues, email eoc@ucsd.edu and an EOC specialist will follow-up.

Facilities Management (FM)

All exterior building restrooms and entrances will be secured. For employees who are authorized to be on campus, please note that interior building restrooms will remain unlocked for use. Adequate staff will be available to cover campus emergencies, to support critical research and to perform special projects that can only be handled during low-occupancy levels. 

For emergency services, contact the Central Utilities Plant, (858) 534-3250 or (858) 534-3251 and your call will be referred to an appropriate team member for response.

Fleet Services

These operations will be closed:

• Vehicle repairs and maintenance
• Vehicles that need repair can be driven/towed to the Fleet Services yard. Please email jeiler@ucsd.edu with vehicle details for repair when operations resume.
• For vehicle incidents, please follow instructions on the incident report in your vehicle’s glovebox. 
• Rental services
• Rental vehicles needed during winter break should be picked up before the campus closure. Email fleet@ucsd.edu to coordinate early pick up.
• Rental vehicles can be dropped off at Fleet Services 24/7 using the key return drop box. 
• These Fleet Services functions will remain open 24/7:
• CSC fuel island (gasoline and diesel)
• CNG station (compressed natural gas)
• CarShare

To report an issue with any of these services during campus closure, contact the numbers posted on the fuel station pumps or Enterprise CarShare member services line. 

Parking and Commuter Services

The virtual parking office will close at 3 p.m. on Friday, Dec. 20, 2024 and reopen at 6:30 a.m. on Tuesday Jan. 2, 2025. Staff will be available to respond to customer inquiries between 7 a.m. and noon, Dec. 23, 26, 27, and 30, 2024.

Permit display is not required on UC San Diego holidays or the days on which those holidays are observed (Dec. 24, 25, 31, 2024 and Jan. 1, 2025). Regulations that affect safety and access (e.g., disability parking, fire lanes, loading zones and reserved parking) remain in effect.

Parking officers will be enforcing paid parking on Dec. 23 and 26–30, 2024 to ensure access for patients, visitors and individuals with accessible parking being their highest priority. A, B, S and D permits will be interchangeable on these days. D permits are available for $5/day via ParkMobile zone 4762.

Triton Transit

Triton Transit will be running a reduced schedule beginning Sunday, Dec. 15, 2024. Triton Transit does not operate on UC San Diego holidays or the days on which those holidays are observed (Dec. 24, 25, 31, 2024, and Jan. 1, 2025). Triton Transit will not operate from Dec. 26 through Dec. 30, 2024. Regular service will resume on Jan. 2, 2025.

Weekday Service Dec. 16–20, 2024:

• Regular service:
• Reduced service, 10 a.m.– 6 p.m., 30-minute frequency: 
• Inside Loop
• SIO Shuttle
• Mesa Loop
• Regents Express
• No service: Outside Loop
• Mobility (ADA) and On-demand Service: 
• Mobility (ADA) service will be available weekdays from 6:30 a.m. - 8:30 p.m. on the Triton Mobility app and by calling (858) 534-7422 to request pick-ups.
• On-Demand service will be available from 6:30 a.m.-10 a.m. and from 6 p.m. - 8:30 p.m. on the Triton Mobility app and by calling (858) 534-7422 to request pick-ups.

Effective Dec. 23, 2024:

• The Health Campus Connector will operate its regular weekday schedule. No other fixed-route services will be operated.
• Mobility and On-Demand service will be available from 6:30 a.m. – 8:30 p.m. on the Triton Mobility app or by calling (858) 534-7422 to request pick-ups.

Weekend Service:

• No service Dec. 28-29 for all routes
• Reduced service (Dec.15, 21–22):
• Grocery Convoy (10 a.m. - 6 p.m.) 60-minute frequency
• Inside Loop (10 a.m. - 6 p.m.) 30-minute frequency
• SIO (10 a.m. - 6 p.m.) 30-minute frequency
• Regular service (Dec. 15, 2 –22):
• Mobility (ADA) service will be available weekdays from 6:30 a.m. - 8:30 p.m. on the Triton Mobility app and by calling (858) 534-7422 to request pick-ups.
• On-Demand service will be available from 6:30-10 a.m. and 6-8:30 p.m. on the Triton Mobility app and by calling (858) 534-7422 to request pick-ups.

Police Department

The Police Department’s front counter will be closed Dec. 25, 2024 and Jan. 1, 2025. The Police Department’s public safety operations will continue, 24/7, during the closure and can be reached by dialing or texting 9-1-1 in an emergency or (858) 534-4357 for non-emergency services.

Utilities & Sustainability

The Central Utilities Plant will be staffed and remain operational during the closure and will support campus emergency and maintenance services by calling (858) 534-3250.