2020-2021 Holiday Closures

IPPS

Download the full IPPS holiday schedule (PDF) to see process deadlines.

IPPS contacts

• To request assistance with a procurement emergency during the closure:
  1. Submit a ticket to the Finance Service Desk (login required) and include “Urgent – Procurement” in the subject line
  2. State the reason for the procurement emergency and submit the case

Disbursements & Travel

Payments

The final 2020 disbursement (checks/direct deposits/virtual card) will be on December 23, 2020. The first 2021 disbursement will be issued/processed on January 5, 2021.

Wires

Wire requests submitted via Services & Support by December 4, 2020, that contain all documentation, data requirements, and approvals will be processed by or before December 23, 2020 (the last day payments will be processed/issued in 2020).

Requests/tickets missing any of the required components will be processed as soon as reasonably possible upon the return to work on January 4, 2021.

Subawards

Subaward invoices transmitted from Kuali Research to Oracle (occurs through automation) will process for payment in accordance with the Supplier Payment Terms in Oracle and the payment method dates indicated above.

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 9, 2020, is the deadline for the following Requests:

• 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
• Vanilla Visa Gift Card requests must be submitted and have approval
• Human Subject Payment requests including Visa Gift Card requests and Cash Advance requests must be submitted and have approval

Note: Due to Payroll reporting deadlines, claims for employee moves, or trips including taxable payments/ reimbursements must be completed and approved with required attachments by November 15. Claims with taxable amounts submitted after the deadline will be processed for payment in January 2021.

Travel & Entertainment Card

• Declines, please contact us through travelcard@ucsd.edu. Note that during the closure there will be limited monitoring of incoming requests.
• Emergencies, contact US Bank Customer Service at (800) 344-5696.

Procurement Card

• New cards, card cancellations, limit increases, and MCC lifts must be received in Concur by the Central Office no later than Monday, December 21 at 4:30pm.
• Declines or card limit questions, please contact us through Service and Support. Note that during the closure there will be limited monitoring of incoming requests.
• Emergencies; contact US Bank Customer Service at (800) 344-5696.
• Logistics

Campus & Student Mail Services

• Campus Mail will process incoming USPS letters and packages. Mail codes clients can pick up letters and packages between 8am – 12 p.m.. 
• Student mail will be processed; however, distribution will only be for Graduate students based on hours established at each community. No mail service for Undergraduate students during the campus closure period.

Mailing Center, Outbound Mail & Outbound Shipping

STORE

• Please place orders in Oracle before 11:30am (keep in mind if approval is required, Approvers may or may not be available to approve requisitions during the holiday closure).

OCGA 2020 Holiday Closure Dates

During the holiday season, the UC San Diego Campus (excluding the hospitals
and clinics) will officially be closed Thursday, December 24, 2020 through Sunday, January 3, 2021. OCGA offices will be closed during this period and contract and grant officers and analysts will not be available to review and submit proposals, or take action on award negotiations. We will reopen on Monday, January 4, 2021.

Principal Investigators and Department/ORU administrators should be
mindful of this closure when planning the submission of proposals with
deadlines that fall between these dates, including deadlines in early January 2021.

Published proposal deadlines for Wednesday, December 23, 2020 through Monday, January 4, 2021 must comply with the following timelines:

Wednesday, December 23, 2020.

Read OCGA Proposal Submission Timelines – 14/5/2 here.

Library Services Available During Campus Holiday Closure

Find holiday information at lib.ucsd.edu/library-holiday-closure.

Online resources: electronic journals, electronic books, and databases will remain accessible via Virtual Private Network (VPN).

Iinstructors offering Library-supported course reserves during winter quarter 2021: submit requests at reserves.ucsd.edu as soon as possible. Requests submitted after Wednesday, December 16 may not be available for student use until after instruction has begun.

Biomedical Library Building (BLB) student study space: closed 4:00 p.m. Saturday, December 19 - 10:00 a.m. Monday, January 4, 2021. See reservations, Library hours for more information.

Appointments for Special Collections & Archives: not available December 19 - January 3, 2021.

Geisel Library: closed until further notice as part of the campus’s Return to Learn program. 

During the holiday 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. The following resources and tools can provide self-help assistance:

• Library Research Subject Guides to help you navigate our many resources
• DIY Guides
• Ask Us - Frequently Asked Questions