2021-2022 Holiday Closures

Procurement

December 10 ^th is the last day to enter a requisition to ensure it is reviewed by a Commodity Manager or Professional Buyer before the campus closure.

Small Business Development Office: Requests for small business subcontracting plans should be submitted no later than December 3, 2021.

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

• Report the emergency via Services & Support and include Urgent – Procurement in the subject line
• 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 3, 2021.

Disbursements & Travel

Payments

Payment Requests
The last day to submit Payment Requests via Services & Support is December 15, 2021. Please note that Financial Unit Approval will also be required before December 21, 2021 for payment to issue to the supplier.

Supplier Invoices
The last day to submit invoices through Payment Compass for manual processing will be on Friday, December 19. Invoices received after this date will continue to be processed prior to the closure but will not be guaranteed.

The last day to submit your payment file is on Tuesday, December 21, 2021. The final 2021 disbursement of checks will be on Wednesday, December 22, 2021. All electronic payment files will continue to issue as normal throughout the holiday closure. Check payments will resume on Monday, January 3, 2022.

Wires

Wire requests submitted via Services & Support by Wednesday, December 8, 2021 that contain all documentation and approvals will be processed by Wednesday, December 22, 2021. All wire requests received after December 8, 2021 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) will process for payment in accordance with the Supplier Payment Terms in Oracle. The final 2021 disbursement of checks will be on Wednesday, December 22, 2021. Direct deposit payments will continue to issue as normal throughout the holiday closure.

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 8, 2021 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
• 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

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 8, 2021.  Claims with taxable amounts submitted after the deadline will be processed for payment in January 2022.

Travel & Entertainment Card

• New card requests, card cancels, and limit increases/decreases must be completed in Concur and received by the Central Office no later than December 20, 2021, at 4:30 p.m.
• 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 card requests, card cancels, limit increases/decreases, and delegation of authority requests must be received in Concur by the Central Office no later than December 20, 2021, 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. Note that regular business hours resume Monday, January 3, 2022, for Campus, however the Procurement Card team will resume business on Tuesday, January 4, 2022.
• Declines or MCC restriction exemptions, please contact us through the Services and Support Portal. During the closure there will be very limited monitoring of incoming requests.
• Emergencies, contact US Bank Customer Service at (800) 344-5696.

ITS Service Desk holiday hours:

• Phone support hours: 
  • December 13 - 22, 7 a.m. - 5 p.m. 
  • Closed on the weekend
• Walk up support:
  •  APM closed beginning December 20
• ITS Service Desk/walk up:
  • Closed for the holidays from December 23 - January 2

Library Services Available During Campus Holiday Closure

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

Geisel Library: closed 8 p.m. Sunday, December 19, 2021 until 10 a.m. Sunday, January 2, 2022. See Library hours or make study room and other reservations for January 2 and beyond.

Biomedical Library Building (BLB): closed 6 p.m. Wednesday, December 22, 2021 until 10 a.m. Sunday, January 2, 2022. See Library hours or make room reservations for January 2 and beyond.

Online resources: electronic journals, electronic books, and databases will remain accessible remotely with Virtual Private Network (VPN) and 2-Step Secured Allthruucsd setting.

Instructors offering Library-supported course reserves during winter quarter 2022: submit requests at reserves.ucsd.edu as soon as possible. Requests submitted after Wednesday, December 15 may not be available for student use until after winter instruction has begun.

During the campus 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 Subject and Course Guides to help you navigate our many resources
• Ask Us - Frequently Asked Questions

During the holiday season, the UC San Diego Campus (excluding the hospitals and clinics) will officially be closed Thursday, December 23, 2021 through Sunday, January 2, 2022. 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 3, 2022.

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 2022.

Published proposal deadlines for Wednesday, December 22, 2021 through (including) Monday, January 3, 2022 must comply with the following timelines:

• A proposal package with draft science must be submitted to OCGA no later than 8 a.m. Wednesday, December 15, 2021.
• Final science section of proposal along with final version of the proposal must be submitted to OCGA no later than 8:00 a.m. Wednesday, December 22, 2021.

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

Resource Management & Planning Holiday Schedule

During the holiday season, the UC San Diego campus (excluding the hospitals and clinics) will officially be closed December 23, 2021 through January 2, 2022. Resource Management and Planning (RMP) divisions and operations that will be closed during this period include:

• Vice Chancellor Resource Management & Planning – Administration and Finance
• Bookstore
• Campus Planning
• Early Childhood Education Center
• Imprints
• Policy & Records Administration
• Sustainability Resource Center

The following RMP units will have minimal staffing and limited services from December 23, 2021 - January 2, 2022.

Capital Program Management and Design & Development Services

Due to current COVID-19 restrictions, the physical office is closed.

Construction project sites will remain open and operational, with CPM/DDS management and inspection staff on site as normal. The remaining staff will continue working remotely as needed to support their projects and clients. Please contact them directly or through the main telephone line at (858) 534-2177.

Environment, Health and Safety

EH&S related emergencies, contact 9-1-1 or (858) 534-4357 (HELP) and a Campus Dispatcher will summon EH&S responders.

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.

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

Facilities Management

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.

FM will provide adequate staff to cover campus emergencies, support critical research 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.

Fleet Services

Fleet Services will be closed during the campus closure, but will have staff available for emergency response or services. For urgent or emergency Fleet service please call (858) 245-5340. 

Parking & Transportation

*Parking: The virtual parking office will close at 3 p.m. on Wednesday, December 22, 2021, and reopen at 6:30 a.m. Monday, January 3, 2022. Staff will be responding to email and returning calls between 7 a.m. and 3 p.m. December 27-29, 2021.

Permit display is not required on UC San Diego holidays or the days on which those holidays are observed (December 23, 24, 25, 30, 31 and January 1, 2022). Regulations that affect safety and access (e.g. disability parking, fire lanes, loading zones, reserved parking) remain in effect.

Parking officers will be enforcing paid parking from December 26-29, 2021, along with January 2 & 3, 2022, with ensuring access for patients, visitors, and individuals using accessible parking as their highest priorities. A, B, S, and D permits will be interchangeable on these days. D permits are available for $4/day via Parkmobile zone 4762.

*Triton Transit: Reduced schedule beginning Saturday, December 18, 2021.

Triton Transit will not operate on UC San Diego holidays or the days on which those holidays are observed (December 23, 24, 25, 30, 31, and January 1, 2022).

Weekday Service

Monday (12/20/21) to Wednesday (12/22/21) shuttles will not operate.

DART On-Demand and Mobility (ADA Cart) service are available on the La Jolla Campus from 6 a.m.- 9 p.m. from Mon (12/20/21) to Weds (12/22/21) by calling (858) 534-7422.

Monday (12/27/21) through Wednesday (12/29/21) no services will operate.

Weekend Service

Grocery Shuttles and weekend Mobility (ADA Cart) services will operate Sundays only (12/19/21, 12/26/21 and 1/2/22) until Winter Quarter begins. Sunday service will follow the regular Sunday Schedule, available at TritonTransit.ucsd.edu. 

DART On-Demand service is available for Grocery Shuttle connections by calling (858) 534-7422.

The Weekend Loop shuttle will not operate from Sat (12/18/21) to Sun (1/2/22).

*Campus Curbside: Campus Curbside will close at 3 p.m. on Wednesday, December 22, 2021 and reopen at 9 a.m. Monday, January 3, 2022.

Police Department

The Police Department’s front counter will be closed. 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.

Utilities & Sustainability

The Central Utilities Plant will be staffed and remain operational for the duration of the closure and will be supporting campus emergency and maintenance services at (858) 534-3250 or 3251.