- Who decides if any departments must be open in order to provide essential services during the winter holiday closure?
The responsible dean or vice chancellor (i.e., the organization head to whom this responsibility is delegated) will identify those services that are essential to remain open and determine the staffing resources needed.
- Which working days that fall within the winter holiday closure period are not University paid holidays?
This year, three days, December 27, 28 and 29, 2023, are not paid holidays. - This year, the UCLA Holiday Calendar doesn’t align with the UCPATH Payroll Calendar. Why do they differ and will this impact my holiday pay?
The UC Office of the President grants the discretion to each campus to determine which dates are selected as holidays in connection with the winter curtailment period to support the academic calendar. This year, UCLA selected Tuesday, January 2nd as the equivalent of the New Year’s Eve paid holiday. The schedule for UCOP as a location (including UCPath) is different and this holiday will be observed on Friday, December 29th instead. Campus time and attendance systems will be programmed accordingly with January 2nd as a paid holiday for UCLA. - What options are available to employees for these unpaid days during the closure?
As in previous years, employees have the option of using accrued vacation, accrued compensatory time off (if applicable), or leave without pay (LWOP). (Note: the option of compensatory time off does not apply to exempt employees, who do not earn compensatory time.)
- Can the options listed above be applied in combination?
Yes. These options can be used either exclusively or in combination. Staff should arrange in advance with their supervisors the type of leave they would like to use for the three days.
- Do the options apply to represented employees?
Yes. Most collective-bargaining agreements contain specific provisions allowing the University to provide these options to represented employees. Additionally, all of the bargaining units have been provided notice regarding the upcoming closure and the options available to employees during the three days. Please consult Labor Relations in Campus Human Resources or Health Human Resources if you have any questions.
- Can probationary status employees use vacation time prior to becoming regular-status employees?
Yes. Exclusively during the winter holiday closure, policy-covered probationary employees may utilize vacation accruals before completing six continuous months on pay status.
- What about employees who don’t have enough vacation hours accrued?
For the winter holiday closure period only, staff who wish to use vacation but do not have sufficient time accrued may utilize three days of vacation leave in advance of accrual. Employees with accrued compensatory time off may elect to use compensatory time to cover the days off. Leave without pay (LWOP) may also be utilized.
- Will employees who request LWOP for the closure lose vacation and sick-leave accruals during the unpaid days?
No. Exclusively during the winter holiday closure, up to three days of unpaid leave shall be considered time-on-pay status for the purpose of accruing vacation credits and sick leave. More detailed instructions on how to submit these hours will be distributed by the Central Resource Unit (CRU). - How will UC Retirement Plan (UCRP) service credit be affected for employees who request LWOP?
UCRP service credit is earned in proportion to the number of hours paid in the month. So, if an employee uses LWOP during the winter holiday closure, their UCRP service credit for December will be slightly less than it would be had they received pay for the entire month. - For those employees with insufficient vacation hours, can vacation time be used in advance of accrual? If so, will this require manual adjustments?
Yes. As stated above, to assist those employees who have limited vacation hours available, exclusively during the winter holiday closure, vacation may be used in advance of accrual. More detailed information will be forthcoming from the CRU. - Can sick leave be used in lieu of vacation leave during the closure?
No. Sick leave cannot be used in lieu of vacation leave for purposes of the winter holiday closure. However, existing policies on sick-leave usage continue to apply. If an employee becomes ill during the closure, the employee will be permitted to use sick leave subject to satisfactory verification of illness or injury. Additionally, existing policies for maternity leave and family leave continue to apply - Can employees opt to work during the closure?
Only those employees who are required to provide essential services, as approved by the responsible dean, vice chancellor or designated organization head, may work during the closure. - How does the winter holiday closure benefit the University?
Many campus employees have roles that make it difficult to completely enjoy vacation periods when other members of their teams or the campus community are still working and continue to reach out to them. During the winter holiday closure, service levels on campus are dramatically reduced, allowing most employees to enjoy the full benefits of taking time away from their work. The annual winter holiday closure also results in energy cost savings and reduces campus greenhouse gas emissions by more than 1 million pounds of CO2, which helps preserve natural resources and moves the University closer to its 2025 carbon neutrality goal. - Whom do I contact for questions regarding the winter holiday closure?
For questions regarding application of personnel policies, campus employees may contact their departmental HR representative or Campus Human Resources Employee Relations Consultant. UCLA Health employees may contact Jane Miller in UCLA Health Human Resources at janemiller@mednet.ucla.edu. For questions regarding your department’s winter holiday closure plans, please contact your supervisor.
