Campus Services During Winter Closure, Dec. 21, 2024 – Jan. 1, 2025

The BruinCard Center will be closed Dec. 21 – Jan. 1. Card production will resume on January 2, 2025. Please review the BruinCard website for more information.

BruinCard online functions and the BruinCard system/reader network will be operational. If you anticipate requiring changes to your door state schedules during the closure, please complete a BruinCard Door Reader Schedule Modification Form and submit through the Message Center by Dec. 2. To browse FAQs, visit the MyUCLA Message Center.

BruinCard Systems Administration will provide on-call emergency coverage during the winter closure period at IT Services Client Support at 310-825-8000.

BruinPost will be closed Dec. 21 – Jan. 2.

UCLA Campus Purchasing & Payables communicated the following deadlines to BruinBuy Plus users, CAOs, and CFOs on Friday, November 15. Bookmark the Winter Closure Deadlines & Services web page for easy access.

Deadlines	Description
Nov. 22 \| Submit Requisitions	To the extent possible, submit requisitions no later than Friday, Nov. 22. Only requisitions with the necessary supporting documentation and approval(s) (e.g., Third-Party Risk Management [TPRM] approval) will be processed. Requisitions will be assessed and processed based on priority. Orders requiring negotiation of terms and conditions need more lead time and may not be completed prior to closure. NOTE: Low-value orders and catalog orders that do not require central approvals will continue to be processed throughout the holiday break.
Nov. 22 \| Submit New Subcontracts	Submit new subcontracts by 5 p.m. PT on Friday, Nov. 22. Requisitions will be processed on a first-come, first-served basis. Only requisitions with the necessary supporting documentation will be processed.
Nov. 27 \| Submit & Approve Non-T&E Reimbursements	Submit and approve non-travel & non-entertainment (non-T&E) reimbursements by end of day, Wednesday, Nov. 27. In order for reimbursements to be processed prior to close, the Concur expense report must have an Approved & In Accounting Review status by Nov. 27. NOTE: Reimbursements requiring central office approval(s) need more lead time and may not be completed prior to closure.
Dec. 6 \| Submit Subcontract Amendments	To the extent possible, submit all subcontract amendments by 5 p.m. PT on Friday, December 6. Amendments will be processed on a first-come, first-served basis. Only amendments with the necessary supporting documentation will be processed.
Dec. 16 \| Submit Rush Requests	In order to process campus rush requests prior to closure, no new rush requests will be accepted after Monday, Dec. 16. Prior to submitting a request, ensure there are no outstanding invoice issues (e.g., insufficient PO funds, vendor name / address mismatch, etc.). Rush requests for invoices that would otherwise be placed on hold or matching exception cannot be processed. REMINDER: The rush request form is not for Travel Accounting invoices.
Dec. 16 \| Submit & Approve Concur General Refunds	To the extent possible, submit and approve Concur general refunds by end of day Monday, Dec. 16. Confidential refunds and refunds of $10,000 or more may require additional lead time for central office review and approval. REMINDER: A Concur general refund refers to a repayment made to an individual that cannot be facilitated through alternative University systems (e.g., BruinBill, UCPath, Transact). Concur does not handle patient refunds or refunds to an entity.
Dec. 20 \| Last Physical Checks Mailed	Friday, Dec. 20, is the last day physical checks will be mailed. NOTE: Electronic payments will continue to go out (except on holidays), so encourage vendors to enroll.
Dec. 21 \| Approve December PCard Statement Report	The December 1 – December 16 Concur PCard statement report must be reconciled, submitted, and approved no later than Saturday, Dec. 21. The PCard team understands that staffing may vary during this holiday period. If this statement report is unable to be approved by Dec. 21, a Jan. 3 approval deadline is available; however, all efforts should be made to meet the original deadline. For more information, review the PCard Reconciliation Calendar.
Dec. 27 \| Submit Subaward Requisitions and Amendments	Limited staffing will be available during closure to approve and process new subaward requisitions as well as amendments. Submit requisitions and amendments for end of year approval by 5 p.m. PT on Friday, Dec. 27.

Services

A complete list of modified or closed Campus Purchasing & Payables services will be provided in the coming weeks.

Campus Human Resources (CHR), including the Human Resources & Payroll Operations Center (HRPOC) locations, will be closed. For human resources information related to the winter closure, please visit the Campus Human Resources portal. For your convenience, we have developed a 2024–2025 Winter Holiday Closure Frequently Asked Questions page to help with inquiries.

Since most CHR Compensation and Talent Acquisition teams will be observing the holiday break, if you are planning to submit a job description or post a job/requisition during the closure, be sure to consider the following timelines:

Deadline to submit job postings to Talent Acquisition: 12/17*
Deadline to submit positions for classification for recruitment actions to Compensation: 12/10*

*HRPOC Clients please refer to the HRPOC Newsletter for dates.

HRPOC Clients: The Bruin CHR Service Center will be operational during winter closure to accommodate service requests for client department human resource, payroll and benefits needs. Prior to the winter closure, more details will be sent to HRPOC client department heads and department representatives about HRPOC contact information in the event of an emergency during the closure period.

The Central Ticket Office will be closed beginning Dec. 21. On event days, the venue box office windows will open 60 minutes prior to the beginning of the event.

In accordance with UCLA's observance of winter holidays, EH&S will observe winter break beginning Saturday, Dec. 21, 2024 through Wednesday, Jan. 1, 2025, reopening Thursday, Jan. 2, 2025. All services will be impacted. No visitors will be able to access the office during the closure; please plan accordingly.

UCLA Fire Division will have normal operations (6 a.m. to 12 a.m.) until Friday, Dec. 20, 2024. Fire-1 will operate from 8 a.m. – 8 p.m., Dec. 23, 26, 27 and 30, 2024. UCLA Fire Division and Fire-1 will not be on duty during all scheduled university holidays and weekends. The Fire Marshal On-Call (FMOC) is available when Fire-1 is not in service. Normal business operations resume Thursday, Jan. 2, 2025 at 6 a.m.

The EH&S Hotline — 310-825-9797 — will be monitored throughout the winter closure for reporting of any serious injuries that may occur during this period. To report a hazmat incident or fire on campus, call 911.

Please ensure that all laboratory tests, experiments or processes are turned off to prevent dry boiling or other potential problems.

BruinBus Operations

Bruin Bus and UCLA SafeRide will not be in service.

BruinAccess paratransit service will not operate.

Charter bus services may be available if reserved prior to Dec. 6.

BruinCar

The BruinCar office will be closed. No in-person support of vehicle pickups or returns will be available during this time, but automated key check-out and check-in boxes will be operational. For more information about use of BruinCar vehicles during the closure, please contact bruincar@ts.ucla.edu by Dec. 20, 2024.

Public Transit

Fall Quarter transit passes will expire on Dec. 22, 2024. Those who wish to use public transit over the Winter Closure will need to purchase or renew their transit pass for the Winter Quarter. The sales window to purchase or renew transit passes for Winter Quarter begins on Dec. 2, 2024.

Local and commuter transit lines may have altered service over the Winter Closure, particularly on holidays. Riders will need to periodically check their preferred transit agency’s news feeds (social media, websites, etc.) for updated schedules. LADOT Commuter Express and Long Beach Transit will operate service as usual through the Winter Closure with the exception of the following holidays when service will be suspended: Christmas Day (12/25/2024) and New Year’s Day (1/1/2025).

Events Office

The Events Office will be closed Dec. 21 – Jan. 1.

Parking

Parking at campus pay stations will be operating normally.

The Transportation lobby will be closed Monday, Dec. 9, 2024, through Friday, Jan. 3, 2025. Customer service telephone staff will be available through Friday, Dec. 20, 2024 (transportation@ts.ucla.edu or 310-794-7433). The Transportation Lobby will resume normal operations on Monday, Jan. 6, 2025. Customer service telephone staff will resume normal operations on Thursday, Jan. 2, 2025.

Parking at UCLA Medical Plaza and the Jules Stein Eye Institute will be operating as normal.

Ronald Reagan UCLA Medical Center parking will provide limited valet service Monday to Friday from 7 a.m. – 5 p.m. on the Westwood portico. After 5 p.m. and all-day Saturday and Sunday, the Westwood portico will transition to self-parking. The parking cashiering lobby will be open from 6 a.m. – 10 p.m., daily. Emergency Department valet services will be open daily from 7 a.m. – 5 p.m.

All other campus parking structures and lots will be open to serve permit holders with the exception of the UCLA Meyer and Renee Luskin Conference Center lot, which will be available only to permit holders for this specific area.

The online functions of the Bruin ePermit system will remain operational.

Vehicle Charging and Fueling

All available electric vehicle charging stations in campus parking structures and lots will be operational.

The self-service unleaded fuel islands will be operational.

EVGo electric charging cards and WEX fuel/charging cards will be functional at commercial stations.

Vehicle Maintenance

Light-duty vehicle maintenance at Fleet Services will be closed.

Heavy-duty vehicle maintenance at Transit Services will be closed.

Emergency assistance is available at 310-825-2963.

Facilities Management will provide limited custodial services (e.g., trash collection and cleaning and restocking of the restrooms).

Electrical, plumbing, air conditioning, elevator, and other facility services will be available to the few remaining open buildings, including medical centers.

The trouble call center will be continuously operational (7/24) and can be reached at 310-825-9236 or via the service request portal. For specific building information, please see the associated holiday closure information page.

All of the units of Financial Management and Reporting will be closed (Accounting; Reporting and Compliance; and Systems and Controls).

The financial system and the asset management system (AMS) will be available during normal business hours.

The financial journal approval process and the AMS web transaction approval process will resume upon campus reopening on Jan. 2, 2025. Financial journals for the month of December must be submitted by Wednesday, Jan. 8, 2025.

The Fowler Museum will be open Thursday, December 26 to Sunday, December 29, 12:00 – 5:00 p.m.

Lake Arrowhead Lodge

The Lake Arrowhead Lodge will be in operation during the winter break, with the exception of Dec. 24 – 25. Members of the Bruin community are invited to book reservations to enjoy some mountain hospitality with their families during the winter break.

On-Campus Housing

On-campus housing will provide accommodations to residents who have requested to remain on campus during the Winter Closure.

Regular meal service will end after lunch on Dec. 13 and re-open with dinner on Jan. 5.

Front Desks will be open from 8 a.m. – 5 p.m. on Dec. 15 – 20. On Jan. 2, all Front Desk will re-open for business 24 hours.

The Housing Dispatch Center at Covel Commons will be open throughout the Winter Closure. Staff will be present to monitor alarms, coordinate emergency response and respond to maintenance service requests. Limited housekeeping services will be available.

University Apartments

Administrative offices that service University Apartments South will be closed Dec. 24 – 25 and Dec. 31 – Jan. 1.

The University Apartments North 24-hour front desk will remain open.

Limited maintenance and custodial team members will be available to respond to maintenance inquiries. After-hours team members will respond to all calls 24/7.

The Inn at UCLA

The Inn at UCLA will be closed Dec. 21 – Jan. 2.

UCLA Meyer and Renee Luskin Conference Center

The UCLA Meyer and Renee Luskin Conference Center will remain open during the campus winter closure.

Catering and Meeting Rooms

Catering Operations and Meeting Room Services will be closed for events and deliveries beginning Dec. 20 and will reopen for business on Jan. 6. Conference & Catering Sales Office will be closed starting Dec. 21 through Jan. 1.

Housing Services

Housing Services will be closed Dec. 21 – Jan. 2.

Insurance and Risk Management will be closed Dec. 21 – Jan. 1.

For claims reporting, please use the third-party claims administrator’s telephonic claims centers.

For Workers’ Compensation (employee injury) claims, please call 877-6UC-RPRT (877-682-7778). The Claim Form (DWC 1) (PDF) and Incident Report Form (PDF) must be filled out and scanned to wcreports@irm.ucla.edu

For auto, property and general liability claims (injury or property damage to third parties), please call 800-416-4029.

From Dec. 18–Dec. 22, employees who are injured on the job should be referred or taken to the UCLA Occupational Health Department (OH) office. The office will reopen on Jan. 2.

From Dec. 23–Jan. 2, employees who are injured on the job should be referred or taken to the emergency medicine center (EMC) at Ronald Reagan UCLA Medical Center. Injured employees must identify themselves as UCLA employees. Follow-up medical treatment should be scheduled with OH when its office reopens Jan. 2. Employee Disability Management Services will be closed. See the Disability Management website for information.

Inquiries regarding job accommodations should be sent to RTWmail@irm.ucla.edu

Responses to these inquiries will be returned on/after Jan. 2, 2025.

The deadline to guarantee review of all insurance waiver requests was close of business, Wednesday, Nov. 27. The deadline to guarantee review of all certificate of insurance requests and of all purchasing related terms and conditions is close of business, Friday, Dec. 6. IRM is no longer able to guarantee an initial review prior to winter closure, and requests may be reviewed in the new year.

Please note that driver safety training must be requested by Dec. 15 to guarantee scheduling prior to calendar-year end.

Critical services and systems will be operating and emergency production support will be available.

Assistance during the closure will be coordinated through the IT Support Center at 310-267-HELP (4357) or at help@it.ucla.edu.

The Mail, Document and Distribution Services (MDDS) lobby at the Strathmore Building will be closed Dec. 21, 2024 - Jan. 1, 2025.

Bulk Mail Services

Bulk Mail Services will be closed Dec. 21, 2024 – Jan. 1, 2025. To ensure a bulk mail project is submitted to the U. S. Postal Service before the close of business on Dec. 20, mailing projects must have the mailing list processed and approved and have all the printed/provided materials for mailing present and ready for final assembly by 5 p.m. on Nov. 30. Projects started after Nov. 27 will be handled on a first-come, first-served basis without guarantee of completion by Dec. 20.

Cylinder Management

Cylinder Management will be open Dec. 23, 26, 27, and 30, 2024.

Document Services

Document Services customer service will be closed Dec. 21, 2024 – Jan. 1, 2025; however, preset digital printing orders and mainframe processing will continue operations with limited deliveries. For questions, please contact Victoria Vanisi at vvanisi@mdds.ucla.edu.

Mail Services

Mail Services will be open with limited operation Dec. 23, 26, 27, and 30. Limited mail delivery and outgoing mail pick-up/processing will be available between the hours of 8 a.m. and 11 a.m. A list of those buildings that will be served is available on the UCLA Mail Services – Winter Closure 2024 (PDF) page. The Strathmore Building lobby will be closed, and thus in-person pick up will not be available. To be added to the delivery list or request special arrangements, please contact Peter Ignacio at pignacio@mdds.ucla.edu.

There will be no stamp sales Dec. 20, 2024 and Dec. 23, 2024 - Jan. 1, 2025. Metering of mail will be available until noon Dec. 23, 26, 27, and 30, 2024.

Messengers

Messenger service customer service will be closed Dec. 21, 2024 – Jan. 1, 2025; however, pre-arranged and scheduled deliveries will continue. If you receive your mail through messenger service (generally off-campus), you will be contacted prior to the holiday break to determine your service needs. For messenger questions, please contact Daniel Westbrook at messenger@mdds.ucla.edu. For questions regarding mail delivery and processing, please contact Peter Ignacio at pignacio@mdds.ucla.edu.

Receiving

Receiving at 650 Charles E. Young Drive South, (CHS A-Level loading dock) will be open Dec. 23, 26, 27, and 30, 2024, operating on a limited basis. Urgent items may be picked up at CHS A6-081 between the hours of 8 a.m. and 4 p.m. For questions, please contact Ed Dawson at edawson@mdds.ucla.edu or call 310-825-4410.

UCLA Payment Solutions and Compliance will be closed Dec. 23, 2024 – Jan. 1, 2025 and resume service on Jan. 2, 2025.

During this period:

Transact (BruinBill, Cashiering, and eMarket sites) will be operational. For emergency system support, please email transact@finance.ucla.edu.
Deposits posted in Transact and batches closed by 6:35 p.m. on Dec. 31, 2024, will be marked as December business. Contact your main cashier office for specific processing deadlines.
Regental checks received during the closure may be held for deposit when the campus reopens on Jan. 2. Any checks held overnight should be securely stored.
Brink’s service is available by special request only. To schedule a “Special Pickup” during the holiday closure, please send the request to the MyUCLA Message Center and select the topic “Brink’s Scheduling.” The deadline for such requests is Dec. 1, 2024, at 2 p.m.
Disbursement requests will not be processed during the closure. Employee Recognition and Research Payment Requests (cash, gift card, e-code and BruinCard deposit) must be received by Nov 27, 2024, to guarantee delivery prior to Winter Closure. Disbursement requests received after the deadlines will be processed in January when the campus reopens in the order they were received.
Electronic Fund Transfers (EFTs) in the form of ACH or Wires will be processed when the campus reopens. As always, if a payment is not in your GL as expected, check CRU account 4-116024 to locate the EFT for your department. (BruinBill payments sent via EFT and mail will be applied as soon as possible during the first week of January. Please encourage your international students to pay directly on the BruinBill using the international payment option to ensure prompt credit to the account.)

For assistance, send all requests to the MyUCLA Message Center. Inquiries submitted during the closure will be responded to as soon as possible when staff returns on Jan. 2.  

Records Management will be closed Dec. 23 – Jan. 1. No subpoenas will be received at this time.

Student Accounts will be closed Dec. 21, 2024 - Jan. 1, 2025 and resume service on Jan. 2, 2025. Please review the Student Accounts website for more information.

BruinBill will remain functional during the winter closure.

The last paper check refunds for the calendar year will be processed on Dec. 18, 2024, and the last BruinDirect refunds will be released on Dec. 28, 2024, following Winter Quarter financial aid disbursement.

Refund processing will resume on Jan. 3. Customers may submit any questions to the MyUCLA Message Center.

UCLA Travel Accounting will be closed Dec. 23–Jan.2. The Express Travel Reimbursement System will be available during this period, although transactions will not be reviewed or processed until after the office reopens on Jan. 3.

The UC Travel Center will also be closed Dec. 23–Jan. 2; however, a 24/7 emergency line will be staffed for after-hours assistance with any changes to existing travel plans. Call UC Travel at 310-206-2639, select option 2, and a knowledgeable travel counselor will assist you with your changes. There is a fee associated with this emergency service. In addition, UC Travel online booking will be available via the Connexxus portal.

Payroll Partner will have limited staff available on Monday, Dec. 23 through Monday, Dec. 30, 2024. Payroll Partner will be closed Dec. 24, Dec. 25, Dec. 31, 2024, and Jan. 1, 2025 in observance of holidays.

For urgent issues, submit a CRU Salesforce case via the CRU Contact Support page. A representative will respond within 24 hours or the next business day.

All non-emergency cases will be reviewed upon return on Jan. 2, 2025.

Important Deadlines:

Expedited Pay Cards will be processed through Friday, Dec. 20, 2024, at 10 a.m.
Mass PayPath MO and BW submission deadline is Wednesday, Dec. 18, 2024, at 10 a.m.
The Bi-weekly Mass Pay Files deadline is Friday, Dec. 20, 2024, at 10 a.m.
The Bi-weekly Mass Pay Files correction deadline is Monday, Dec. 23, 2024, at 10 a.m.
The Monthly Mass Pay Files deadline is Thursday, Dec. 19, 2024, at 10 a.m.
The Monthly Mass Pay Files correction deadline is Friday, Dec. 20, 2024, at 10 a.m.

We encourage employees to take advantage of direct deposit via the UCPath portal.

Vending sites will be serviced at campus medical center buildings, including the Center for Health Sciences, the Ronald Reagan UCLA Medical Center, Medical Plaza and Tiverton House. Other campus locations will not be serviced during the winter closure period.

100 Medical Plaza will be closed Dec. 24, Dec. 25, Dec. 31, 2024, and Jan. 1, 2025.