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2024-2025 Winter Holiday Closure FAQs

  1. Who decides if any departments must be open in order to provide essential services during the winter holiday closure?
    The responsible dean, vice chancellor, or vice provost (i.e., the organization head to whom this responsibility is delegated) will identify those services that are essential and must remain open, and determine the staffing resources needed.
  2. Which working days that fall within the winter holiday closure period are not University paid holidays?
    This year, four days, December 23, 26, 27 and 30, are not paid holidays.
  3. 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 taking leave without pay (LWOP). (Note: the option of compensatory time off does not apply to exempt employees, who do not earn compensatory time.) 
  4. Can the options listed above be applied in combination?
    Yes. These options can be used either exclusively or in combination. Staff should communicate in advance to their supervisors the type of leave they would like to use for the four non-holidays. 
  5. 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 options available to employees during the four non-holidays. Please consult Labor Relations in Campus Human Resources or Health Human Resources if you have any questions.
  6. Can probationary status employees use vacation time prior to becoming regular-status employees?
    Yes. Although certain collective bargaining agreements do not provide for use of vacation accruals until six continuous months of employment, the winter holiday closure provides an exception to this provision. Under the PPSM, policy-covered employees are permitted to use their vacation accruals during the probationary period. Please contact your department HR representative or Employee & Labor Relations with any questions.
  7. What about employees who don’t have enough vacation hours accrued?
    Exclusively during the winter holiday closure, staff who wish to use vacation but do not have sufficient time accrued may utilize four 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 taken. 
  8. 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 four 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).
  9. 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. Therefore, if an employee takes 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.
  10. 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.
  11. 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, 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.
  12. What if an employee is on Family & Medical Leave (FML) during the closure?
    If the employee’s department is closed during the winter closure, the winter closure dates do not count against the employee’s FML entitlement.
  13. 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, vice provost, or designated organization head, may work during the closure.
  14. How does the winter holiday closure benefit the University?
    Many campus employees have roles that make it difficult to completely enjoy vacation periods while 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.
  15. Whom do I contact with 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 at UCLA Health Human Resources at janemiller@mednet.ucla.edu. For questions regarding your department’s winter holiday closure plans, please contact your supervisor.