Campus Services During Winter Closure, Dec. 23, 2023 – Jan. 2, 2024

The BruinCard Center will be closed Dec. 23–Jan. 2. Card production will resume on January 3, 2024. 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. 8. 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. 23–Jan. 2.

Campus Purchasing & Payables’ 2023 winter closure deadlines and services mirror those of previous years while also capturing BruinBuy Plus transition activities. Bookmark the Winter Closure Deadlines & Services web page for easy access to the below information.  

Services

During the campus closure, the following services will be closed or modified: 

• Campus Purchasing & Payables: CLOSED*
• BruinBuy System: CLOSED*
• BruinBuy Help Desk: CLOSED
• Vendor Onboarding & Vendor Information Updates: CLOSED

*The emergency PO process and its associated support will be available. 
 

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 2023–2024 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:

• Submit job descriptions for classification to CHR Compensation by December 12, 2023.*
• Submit job/requisitions to CHR Talent Acquisition by December 18, 2023.*

*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 telephone lines will be staffed on Dec. 29 from 10 a.m.–4 p.m., but the service windows will be closed beginning Dec. 23. On event days, the venue box office windows will open 60 minutes prior to the beginning of the event.

Environment, Health & Safety (EH&S) is an essential business and will have limited staffing onsite, working remotely, and on call to support the Campus from Dec. 21–23 and Dec. 28–30, and Jan. 2, 2024.

UCLA Fire Division will have normal operations (6am to 12am) until Friday, December 22, 2023. Fire-1 will operate from 8 a.m. – 8 p.m., December 27, 28 and 29, 2023. 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 Wednesday, January 3, 2024 at 6am

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 Dec. 23–Jan. 2.

BruinAccess paratransit service will not operate Dec 23–Jan. 2.  

Charter bus services may be available if reserved prior to Dec. 9.

BruinCar 

The BruinCar office will be closed Dec. 23–Jan. 2. 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.

Events Office

The Events Office will be closed Dec. 23–Jan. 2.

Parking

Parking at campus pay stations will be operating normally.

The Transportation lobby will be closed Monday, Dec. 11 through Friday, Jan. 5.  Customer service telephone staff will be available through Friday, Dec. 22 (transportation@ts.ucla.edu or 310-794-7433).  The Transportation Lobby will resume normal operations on Monday, Jan. 8. Customer service telephone staff will resume normal operations on Wednesday, Jan. 3. 

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 gas 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 roadside assistance is available at 310-825-2963.
 

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

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

The trouble call center will be in continuous operation 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) will be closed. 

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. 3. Financial journals for the month of December must be submitted by Monday, Jan. 8.
 

The Fowler Museum will be open Wednesday, December 27 to Sunday, December 31, 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. 15 and re-open with dinner on Jan. 7.

Front Desks will be opened from 8 a.m. – 5 p.m. on Dec. 16 – 22 and January 3 – 4. On January 5, all Front Desk will re-open for business 24 hours.

The Housing Dispatch Center at Covel Commons will be open throughout the Winter Closure, and staff will monitor alarms, emergency response and maintenance service. Limited housekeeping services will be available.

University Apartments

Administrative offices that service University Apartments South will be closed Dec. 24–26 and Dec. 31–Jan. 2. 

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. 

UCLA Guest House

The Guest House will be closed Dec. 23–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 this year. 

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. 4.

Housing Services

Housing Services will be closed Dec. 17–Jan. 3. 
 

Insurance and Risk Management will be closed Dec. 23–Jan. 2.

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. 3.

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. 3. 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. 3.

Due to increased volume at the end of the calendar year, all requests to reduce or waive insurance requirements must be received by November 21. To guarantee an initial review prior to winter closure, all other contract review and certificate of insurance requests must be received by Dec. 14.

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

All 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 December 27-29.

Bulk Mail Services 

Bulk Mail Services will be closed December 27-29. To ensure a bulk mail project is submitted to the U. S. Postal Service before the close of business on December 22, 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 November 30. Projects started after November 30 will be handled on a first-come, first-served basis without guarantee of completion by December 22. 

Cylinder Management 

Cylinder Management will be open December 27-29. 

Document Services 

Document Services customer service will be closed December 27-29; 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 December 27-29. 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 2023 (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 December 27-29. Metering of mail will be available until noon December 27-29.

Messengers 

Messenger service customer service will be closed December 27-29; 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 December 27-29 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–Jan. 2 and resume service on Jan. 3, 2024.

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 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. 3. 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 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. 30 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. 3.   

Records Management will be closed  Dec. 23–Jan. 2. No subpoenas will be received at this time. 

Student Accounts will be closed Dec. 23–Jan. 2. and resume service on Jan. 3, 2024. 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. 20 and the last BruinDirect refunds will be released on Dec. 30 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 Dec. 27–29. 

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. 3. 

Important Deadlines: 

• Expedited Pay Cards will be processed through Friday, Dec. 22 at 10 a.m.
• Mass PayPath MO and BW submission deadline is Thursday, Dec. 21 at 10 a.m.
   
• The Bi-weekly Mass Pay Files deadline is Friday, Dec. 22 at 10 a.m. 
• The Bi-weekly Mass Pay Files correction deadline is Wednesday, Dec. 27 at 10 a.m.
   
• The Monthly Mass Pay Files deadline is Wednesday, Dec. 20 at 10 a.m.
• The Monthly Mass Pay Files correction deadline is Thursday, Dec. 21 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. 23, 26, 30 and Jan. 2.  

The building office will be closed during this period, although building management will be accessible 24/7 to resolve emergency issues. To report an emergency, call 310-794-0671, select option 1, and a staff member or security officer will respond.  

Security guards will remain on duty as normally provided 24/7. 

The Westwood Center will be closed Dec. 23, 26, 30 and Jan. 2.  

The building office will also be closed at this time, although building management will be accessible 24/7 to resolve emergency issues. To report an emergency, call 310-794-0671, select option 1, and a staff member or security officer will respond.  

Security guards will remain on duty as normal. 

Employees will be required to swipe their building issued access device (FOB) at the lobby entrance, elevators and their specific suite during the winter closure. 

Heating, air conditioning, limited parking, engineering and janitorial services will be provided during normal business hours.  

The Wilshire Center will be closed Dec. 23–Jan. 2. 

Building management will be accessible 24/7 to resolve emergency issues. To report an emergency, call 310-794-0671, select option 1, and a staff member or security officer will respond.  

Limited services will be available upon request, including heating/air conditioning, limited parking, engineering and janitorial services.  

Employees will be required to swipe their BruinCard at the lobby security desk to access the building during the winter closure. 

The Gayley Center will be closed Dec. 23–Jan. 2.  

Building management will be accessible 24/7 to resolve emergency issues. To report an emergency, call 310-794-0671, select option 1, and a staff member or security officer will respond.  

Limited services will be available upon request, including heating/air conditioning, limited parking, engineering and janitorial services.  

Employees will be required to swipe their building issued access device (FOB) at the lobby entrance, elevators and parking garage to enter during the winter closure.  

UCLA Wilshire Glendon will be closed Dec. 23–Jan. 2.  

Building management will be accessible 24/7 to resolve emergency issues. To report an emergency, call 310-794-0671, select option 1, and a staff member or security officer will respond.  

Security guards will remain on duty 24/7. 

Limited services will be available Dec. 20–22, Dec.27–29 and Jan. 1 to essential departments.  

Employees will be required to swipe their building issued access device (FOB) at the elevator lobbies, in elevator cabs and at their specific suite to gain access during the winter closure. 

The Hammer Museum will be closed Dec. 25 and Jan. 1. 

The police department will remain open to respond to emergencies, provide 24-hour patrol, take police reports, and for emergency medical services (EMS) responses.  

CSO Escort service will be available during the closure from 5 p.m.–1 a.m.  

Fingerprinting and other administrative services will not be available Dec. 23–Jan. 2. 

UCPD recommends the following security tips: 

• Doors and windows should be locked at all times during the campus closure. 
• Locks and/or alarms on timers should be reset to cover the closure schedule. 
• Report any broken or flickering lights, broken doors, windows or other locking equipment to Facilities Management at 310-825-9236. 
• Leave valuables in a secure location or take them home for the holidays 
• Turn off copiers, printers, scanners and computers, and secure critical files. 
• Do not leave computer passwords or lock combinations where they can be found. 
• Reinforce building security procedures prior to the winter closure. 
• Report suspicious circumstances to the police by calling 310-825-1491. 

Additional crime prevention information is available on the UCPD website or by calling the crime prevention office at 310-825-6111.