2019-2020 Holiday Closures

Official campus closure

During the 2019 holiday season, UC San Diego (excluding the hospitals and clinics) will officially close for eight (8) days between Monday, December 23, 2019 and Wednesday, January 1, 2020. This closure will result in significant energy savings from reduced operations.

The closure period includes four (4) University paid holidays (December 24, 25, 31, 2019 and January 1, 2020). Staff employees must charge any working days during the closure period not covered by paid holidays to accrued vacation, accrued compensatory time off (non-exempt only), or leave without pay. Academic employees on fiscal year appointments must charge the time off to accrued vacation or leave without pay.

Non-represented employees who do not have accrued vacation or accrued compensatory time off to cover the four (4) working days during the closure (December 23, 26, 27 and 30, 2019) may request a one-time advance of up to four (4) days of vacation to cover the absence. Non-represented employees who elect to take leave without pay for up to four (4) days of the closure period will continue to accrue vacation and sick leave credits. For exclusively represented employees, these closure days will be handled in accordance with the existing contract provisions or collective bargaining agreements where applicable.

UC San Diego departments and units that need to remain open during the closure period must notify their respective Vice Chancellors to do so.

Departments with alternate closure schedules

This page will also list departments and facilities with exceptions to the standard closure schedule. Note that regular business hours resume Thursday, January 2, 2020 unless otherwise noted. To add an item to the list, contact Workplace Technology Services.

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. Report the emergency via ASK (login required) and include “Urgent – Procurement” in the subject line
  2. State the reason for the procurement emergency and submit the case

IPPS schedule

• Monday, December 23: Closure Day - All areas of IPPS (including all of Logistics) will be closed.
  • Receiving hours: 7 a.m. - 2 p.m.
  • Mail Services: Open for customer pick up/drop off only. 8 a.m. - 1 p.m. No delivery service.
• Tuesday, December 24: Christmas Eve - 7 a.m. - 12 p.m.
• Wednesday, December 25: Holiday - closed
• Thursday, December 26 & Friday, December 27: Closure Day 
  • Receiving hours: 7 a.m. - 2 p.m.
  • Mail Services: Open for customer pick up/drop off only. 8 a.m. - 1 p.m. No delivery service.
  • All other areas of IPPS will be closed.
• Monday, December 30:
  • Central Receiving will accept incoming packages between 7 a.m. - 2 p.m. Customers can pick up packages between 8 a.m. - 1 p.m. No delivery service.
• Tuesday, December 31:
  • Receiving hours: 7 a.m. - noon.
  • Mail Services: Closed.
• Wednesday January 1: Closed - All areas of IPPS (including all of Logistics).

Mailing Center, Outbound Mail, and Outbound Shipping

• Closed from Dec. 23 - Jan. 1.
• Emergencies: On Dec. 23, 26, 27, and 30 a representative can be reached 8 a.m. - 12 p.m. via phone: (858) 534-5737 or email: outboundshipping@ucsd.edu.

Procurement 

December 9:

• Last day to enter a requisition to ensure it is reviewed by a Commodity Manager or Professional Buyer before  campus closure. 
• Small Business Development Office: last day to submit requests for small business subcontracting plans  

Small business plans received after these deadlines will be reviewed on or shortly after the campus re-opens for business on January 2, 2020. 

Payments

The final 2019 disbursement (checks and direct deposits) will be on December 20, 2019. The first 2020 disbursement will be issued and mailed on January 3, 2020. 

December 6: deadline in order to include payments in the 2019 calendar year. 

• MyPayments transactions received in Disbursements 
• Human Subject Payment requests including Scrip orders, Visa Gift Card requests and Cash Advance requests must be submitted and have approval 
• Wire Transfer payment requests must be submitted 
• Vendor invoices including Sub awards will be processed as usual within terms prior to the campus closure pending department and/or business unit approval if applicable. Processing will resume on January 2, 2020. 

Travel & Expense 

December 6: deadline in order to include payments/charges in 2019 calendar year. 

• Meetings, entertainment, and programmatic activities; MyPayments: Completed and approved with required attachments 
• Travel prepayment requests, and claims, including mileage; MyTravel: Completed and approved with required attachments 

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 December 15. Claims with taxable amounts submitted after deadline will be processed for payment in January 2020.

Office of Contract and Grant Administration (OCGA)

OCGA offices will be closed during this period and the contract and grant officers and analysts will not be available to review and submit proposals, or take action on award negotiations.

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 2020.

Published proposal deadlines on Friday, December 20, 2019 through Friday, January 3, 2020 must comply with the following timelines:

• A proposal package with draft science must be submitted to OCGA no later than 8:00 a.m. Monday, December 16, 2019.
• Final science section of proposal along with final version of the proposal must be submitted to OCGA no later than 12:00 pm (noon) Thursday, December 19, 2020.
• For reference of the OCGA Timely Submission of Proposal guidelines, please see this link: http://go.ucsd.edu/2h3Kscs.

AYSO

• Online enrollment for new hires will close at 5 p.m. on Friday, December 13.
  • After system closes, new hires will need to complete a UPAY 850 form
  • Submit form to: UPAY850@ucsd.edu
• Open Enrollment elections will be visible after January 2, 2020

Resource Management & Planning (RMP)

Divisions and operations that will be closed during this period include:

• Administration
• Bookstore
• Campus Planning
• Early Childhood Education Center and Mesa Child Development Center
• Imprints
• Policy & Records Administration
• Strategic Energy Initiatives
• Sustainability Resource Center

The following RMP units will have minimal staffing and limited services from December 23, 2019 through January 1, 2020.

Capital Program Management and Design & Development Services

The front desk will be open to the public from 8 a.m. – 4 p.m. on December 23, 26, 27, 30, and January 2. CPM/DDS offices will be open on these dates and can be reached at (858) 534-2177 for information.

Environment, Health and 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 during the campus closure period, contact 858-534-3660 and your call will be referred to an appropriate team member for follow-up.

Facilities Management

FM will provide adequate staff to cover campus emergencies and to perform special projects that can only be handled during low occupancy levels. For emergency services, please contact the Central Utilities Plant at 858-534-3250 or 3251 and your call will be referred to an appropriate team member for response.

Parking & Transportation

• Reduced schedule beginning Monday, December 16. Pickups shown in red on route timetables are canceled. Timetables are posted at stops and online at http://transportation.ucsd.edu/shuttles/.
• Shuttles will not operate on UCSD holidays (December 24, 25, 31, and January 1, 2020). Only Coaster and Hillcrest service will operate December 26-30, 2019.

• Offices will be closed during the campus closure; however, staff will be responding to email and voicemail.
  • Osler office will close at 4 p.m. from December 16-19 and at noon on Friday, December 20.
  • Hillcrest office will close at noon on December 20.
  • Gilman office will be open regular hours from December 16-20.
• Permit display will not be required on Saturday, December 21, through Wednesday, January 1.
• Regulations that affect safety and access (e.g. disability parking, fire lanes, loading zones, reserved parking) remain in effect.

• Service will be suspended from 4:30 p.m. on Friday, December 20 through 6:30 a.m. on Thursday, January 2.

• Triton Mobility:
  • Service will end at 5:30 p.m. from December 16-20 and January 1-2.
  • Service will not operate during the closure.

Police Department

The Police Department’s front counter will be open weekdays from 9 a.m. – 3 p.m., except for the university holidays on December 24, 25, 31 and January 1.

The Police Department’s public safety operations will continue, 24/7, during the closure and can be reached by dialing 9-1-1 in an emergency or 858-534-4357 for non-emergency services.

Sustainability Resource Center

• Closed: December 16 - January 1
• January 2–3: 9 a.m. – 3 p.m.

Student Health Services

• Closed: University Holidays: December 24, 25, and 31 and January 1.
• Walk-in services: 8 a.m.–4 p.m. on Dec. 23, 26, 27, 30 and Jan. 2, 3.
• Advice Nurse is available any time SHS is closedby calling (858) 534-3300 and select option for "Advice Nurse."
• Normal hours resume Jan. 6. For additional resources, visit our website.