2025-2026 Holiday Closures

Procurement

December 5th 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 1st. 

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, 2026 .

Disbursements & Travel

Invoices & Payments

• The last day to submit an invoice is Friday, December 19 to guarantee approval from IPPS. After IPPS approval, invoices will continue through normal OFC AP validation, departmental approval, and tax approval if required.
  • Invoice approvals must be completed by the end of business day, Monday, December 22, 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 17
• Processed and printed checks will be mailed on Tuesday, December 23.
• IPPS HQ will be open for physical check pickup on Friday, December 19, and Tuesday, December 23, 2025.

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 Friday, January 2nd.

Please note that the last day to submit an AP Non PO Payment Request will be December 12 to guarantee approval from IPPS. After IPPS approval, the AP Non PO Payment Request will continue through normal OFC AP validation, departmental approval, and tax approval.

Wires

Wire requests submitted via Services & Support by Friday, December 12th 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 15th 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 17, 2025. 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 12, 2025.

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 5th 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 December 1st (for December ledger posting, otherwise they will post in subsequent ledgers).

Note: The payroll deadline for employee moves, or trips including taxable payments/reimbursements was November 7, 2025 . Any reports that are submitted during the remainder of 2025 will be held for approval until January 2026. 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 19th, at 4:30 p.m. 
• 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 19th, 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. 

December 15-19

Phones: 7 a.m.-7 p.m.
Front Desk at APM 1313: 8 a.m.-4:30 p.m.

December 20-21

Closed. 

December 22-23

Phones: 7 a.m.-5 p.m.
Front Desk at APM 1313: Closed.

December 24-January 1, 2026

Closed.

Friday January 2, 2026

Phones: 7 a.m. - 7 p.m.
Front desk at APM 1313: 8 a.m.-4:30 p.m.

January 4, 2026

Regular hours resume.

Library Services Available During the 2025 Campus Winter Closure

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

Geisel Library: Closed from 8 p.m. Monday, December 22, 2025, until 7:30 a.m. Friday, January 2, 2026.

WongAvery Library: Closed from 6 p.m. Monday, December 22, 2025, until 9 a.m. Friday, January 2, 2026.

See Library hours or make study room reservations for January 2 and beyond.

Online resources: Access to online Library resources should be unaffected during the winter closure. UC San Diego students, faculty, and staff may access licensed resources using a secure login system called OpenAthens, allowing access using Active Directory (AD) login credentials. Using the campus VPN is the alternative way to access the Library's resources from off campus. For more information, please visit Connect to Library Resources.

Instructors offering Library-supported course reserves during Winter Quarter 2026: Submit requests at reserves.ucsd.edu as soon as possible. Requests submitted after Friday, December 5, 2025, 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 2026 courses should be submitted as soon as possible through our Request a Purchase form. Contact streamingmedia@ucsd.edu with questions related to streaming media. Requests for Streaming Media submitted during the closure will be processed beginning January 2, 2026.

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, 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 SPO will require proposals with published deadlines from Friday, December 19, 2025, through and including Thursday, January 8, 2026, to comply with the following submission timelines to receive an institutional review:

• The proposal package, with the science in draft form, must be routed through Kuali Research by 8:00 am Monday, December 15th, to the SPO officer.
• The finalized science section and the remainder of the final proposal package must be submitted to the SPO by 8:00 am, Thursday, December 18th.

Proposals routed after 8:00 am on Thursday, December 18th, and due on or before Tuesday, December 23rd, will be considered an as-is proposal and not guaranteed a submission. 

• For Health Sciences: NIH Non-Snap Progress Reports (RPPR) due January 1, 2026: 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 15th, for submission before Friday, December 19th.

Find more information on Proposal Review Levels.

We understand that the campus closure may represent a challenge for proposal submission activity, and we will work diligently to serve our research community to successfully submit proposals that meet these requirements. We appreciate your efforts to comply with these modified holiday proposal submission deadlines.

Divisions and operations that will be closed Wednesday, Dec. 24, 2025 through Thursday, Jan. 1, 2026 include:

• Vice Chancellor, Operations Management and Capital Programs – Administration and Finance
• Campus Planning
• Information Governance and Policy

These units will have minimal staffing and limited services from Dec. 24, 2025, through Jan. 1, 2026.

Capital Program Management

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

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 limited EH&S services, contact (858) 534-3660 and your call will be referred to an appropriate team member for follow-up.
• For Emergency Operations Center (EOC) issues, email eoc@ucsd.edu and an EOC specialist will follow-up.

Facilities Management (FM)

• All building exterior restrooms and entrances will be secured. For employees who are authorized to be on campus, please note that building interior restrooms will remain unlocked for use during the break.
• Facilities Management will provide adequate staff 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 at (858) 534-3250 or (858) 534-3251 and your call will be referred to an appropriate team member for response.

Police Department

• The front counter will be closed Dec. 25, 2025 and Jan. 1, 2026.
• Public safety operations will continue 24/7 and can be reached by dialing or texting 9-1-1 in an emergency or (858) 534-4357 for non-emergency services.

Transportation Services (Triton Transit, Parking & Commuter Services, Fleet Services)

• Triton Transit will be running a reduced schedule beginning Sunday, December 14 through Sunday, December 21, 2025.
• See Winter Break and Campus Curtailment Information for details on Triton Transit, Parking & Commuter Services and Fleet Services.

Utilities & Sustainability

• The Central Utilities Plant will be staffed and remain operational during the closure.
• For campus emergency and maintenance services, call (858) 534-3250.