To provide support to UCLA employees who may be affected by the devastating wildfires in LA County, we are re-issuing guidance on the options available for emergency leave and related support services.
Emergency Leave
Administrative leave with pay is available during natural disasters or other emergencies under section F of PPSM-2.210: Absence from Work. In consultation with Campus Human Resources or Health Human Resources, Organization Heads may approve up to three days of administrative leave with pay and may request authorization for additional leave as needed to address situations in which staff are unable to report to work due to a natural disaster or emergency.
Deans, Vice Chancellors, and Vice Provosts may grant requests for additional Emergency Leave on a case-by-case basis.
Additionally, departments have the discretion to allow employees who are unable to work as a result of the fires to use their accrued vacation, compensatory time off, or leave without pay. The option to use accrued vacation, compensatory time or leave without pay may also be made available to employees who volunteer for or are asked to participate in emergency response activities, such as volunteer firefighters. Employees called to active duty for emergency National Guard leave may be eligible to receive their regular University pay in accordance with section E of PPSM-2.210: Absence from Work.
In appropriate circumstances, department heads may approve telecommuting for employees who are able to work remotely if they are unable to access the campus. Contact your Employee & Labor Relations consultant in Campus Human Resources or Health Human Resources for guidance.
Campus Catastrophic Leave Program
The Campus Catastrophic Leave Program offers temporary salary and benefits continuation to eligible employees whose homes have suffered severe damage or destruction due to the wildfires. To support colleagues affected by the wildfires, employees may donate accrued vacation hours to the Campus Central Catastrophic Leave Bank. Your contributions can make a meaningful difference for our colleagues in need.
The Office of the President has granted UCLA a temporary policy exception allowing employees applying for Catastrophic Leave specifically due to the wildfires to become eligible without first exhausting their sick leave. However, they must exhaust their accrued vacation balance.
Typically, employees may donate the lesser of 50% of their vacation balance or 80 hours within a 12-month period. However, in light of the devastating impact of the LA wildfires, employees may donate any number of vacation hours, provided that they maintain a minimum balance of 80 hours in their personal vacation banks.
Employees whose homes have suffered severe damage or destruction due to the wildfires may receive up to 80 hours of Catastrophic Leave from the Catastrophic Leave Central Bank.
The following employees are eligible to participate in the Catastrophic Leave Program:
- Policy-covered employees
- Represented employees in the following units: CX, DX, EX, HX, LX, NX, PA, RX, SX, TX, and K4
- Academic personnel – In recognition of the extraordinary circumstances caused by the wildfires, academic personnel who accrue vacation leave may participate in the program by either donating or receiving Catastrophic Leave hours
For questions regarding Catastrophic Leave, contact Dyanna De Alba or David Jenkins.
Emergency Vacation Payout Program
Campus leadership has approved the January 2025 California Wildfires Emergency Vacation Payout Program. This temporary initiative allows eligible UCLA employees to request a one-time payout of up to 80 hours of their available accrued vacation balance to help cover expenses resulting from the wildfires.
The Program is open to academic employees, as well as represented and non-represented career staff who meet the following requirements:
- Have experienced the catastrophic loss of their primary residence as a direct result of the wildfires;
- Hold an appointment and/or position that accrues vacation time; and
- Have accrued unused vacation hours equal to or greater than the number of hours being requested for payout as of the date their application is submitted.
Represented employees are eligible for the Program subject to agreement by their exclusive bargaining representative. Vacation payouts for non-academic and non-career employees who have experienced significant loss due to the Wildfires will be considered on a case-by-case basis. Retirees are not eligible for vacation payouts; however, those holding a recall appointment that accrues vacation may be considered on a case-by-case basis.
Eligible employees must submit the January 2025 Wildfires Emergency Vacation Payout Application to their Department Head by March 31, 2025. Upon receipt of the application, the Department Head or HR Representative will notify the employee within seven calendar days whether the request has been approved, modified, or denied. (Additionally, HR should advise their payroll processing team to process the payout as an off-cycle payment using pay code VPO.)
For more information, please review the January 2025 Wildfires Emergency Vacation Payout Program Guidelines. The payout should be processed as an off-cycle payment within 14 calendar days of receiving the application. Departments should retain the application in the employee’s personnel file.
If you have any questions about the Emergency Vacation Payout Program, contact Kathleen Shiroma.
Employee Assistance Program
Dealing with emergencies such as wildfires can take a serious toll on all of us. The professionals at the Staff and Faculty Counseling Center are available to help employees deal with the impact of these circumstances. The Center can be reached at (310) 794-0245.
403(b) Plan – Emergency Loans and Hardship Withdrawals
The University offers several options for emergency loans for employees in need of financial assistance. Employees who participate in UC’s 403(b) Plan may borrow their own funds for emergency needs or, if ineligible for a loan, they may be able to take a hardship withdrawal. For loans and hardship withdrawals, plan participants should call Fidelity at 1-866-682-7787 or login to Fidelity’s website.
We urge managers and supervisors to be flexible during this period and hope everyone remains safe. Should you have any questions about the above guidance, please contact Kathleen Shiroma at kshiroma@chr.ucla.edu or Jane Miller at janemiller@mednet.ucla.edu.
Additional Resources
- LA Fires: UCLA Campus Updates & Resources
- Employee Assistance Program: Staff and faculty can contact the Staff and Faculty Counseling Center at 310-794-0245 for support in coping with these emergencies.
- Campus Catastrophic Leave Program: Eligible employees who are nearing vacation accrual maximums are encouraged to donate their hours to fellow colleagues in need of time off.
- Administrative Leave: If you have been impacted by the fires and are unable to come to work or work remotely, administrative leave with pay may be available. Contact your supervisor and HR representative for more details.
- Emergency Loans and Financial Assistance: Employees needing financial support can access emergency loans and hardship withdrawals through the UC 403(b) Plan. For more information, contact Fidelity at 1-866-682-7787 or log in to Fidelity’s website.
- Emergency housing: Vacant units in our faculty housing facilities and at UCLA South Bay are available for employees who have lost their homes to the fires. Please reach out to UCLAHousing@housing.ucla.edu to learn more.
- Childcare resource: LA YMCA is providing free emergency childcare for families impacted by school closures and evacuations. Details of the program:
• Dates: Wednesday through Friday, January 13 - 17 (additional days may be added as needed)
• Time: 7:30 a.m. – 6:00 p.m.
• Location: Ketchum-Downtown YMCA
• Eligibility: Children ages 5 and up
• Activities include: Virtual classroom options, homework support, games and fun
For more information or to enroll, contact Junaid Rasul at JunaidRasul@ymcala.org or (213) 639-7450
- Discounted hotel rates: Reduced rates for evacuees and those who have lost their homes are available at the UCLA Meyer and Renee Luskin Conference Center, The Inn at UCLA and the UCLA Lake Arrowhead Lodge. Please call 310-794-1600 to inquire about availability. Interested guests are asked to mention that their booking is due to a local wildfire evacuation or home loss and specify their desired location.
- BruinALERT: This is UCLA’s public alert and warning system, used to distribute emergency notifications to the campus community. A BruinALERT notification is primarily used in an emergency to notify the UCLA campus community of a dangerous situation and/or immediate threat to their health or safety. Click on the link to make sure your contact information is updated so you receive notifications.
- Bruins Safe Online (BSO): The latest updates regarding campus operations and emergency statuses will be shared at BSO, including access to the campus air quality dashboard.
- Bruins Safe App: The Bruins Safe app sends instant notifications and instructions when on-campus emergencies occur, and it allows for contact with campus safety staff quickly for help during an emergency or to report a hazard. The app also provides safety resources.
RELATED INFORMATION
New Website for Survivors of California Wildfires
LA Fires: UCLA Campus Updates and Resources
