- Who decides if any departments will need to be open between the winter and New Year holidays?
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 the departments or resources needed.
- Which working days that fall within the holiday-closure period are not among the University’s paid holidays?
This year four days, December 23, 26, 27 and 30, 2019, are not paid holidays.
- In the event that a department closes partially or totally for the four working days, what options are available to employees for dealing with these unpaid days?
As in previous years, employees will be given the option of using accrued vacation, accrued compensatory time off, if applicable, or leave without pay. The option of compensatory time off does not apply to exempt employees, who do not earn compensatory time. (See question #7 below.)
- Can the options listed above be applied separately or in combination?
Yes. These options can be applied either independently or in combination. Staff should arrange in advance with their respective supervisors to utilize either vacation, compensatory time off (if available), or leave without pay for the four days that are not among the University’s paid holidays.
- Will the announced options apply to represented employees?
Yes. Most of the collective-bargaining agreements contain specific provisions allowing the University to present these options to represented employees. Additionally, all of the bargaining units have been provided ample notice regarding the upcoming closure and the options available to employees during this four-day period. Please consult Labor Relations in Campus Human Resources or Health Sciences Human Resources if you have any questions.
- Can probationary employees use vacation time prior to becoming regular-status employees?
Yes. For the holiday closure, policy-covered probationary employees who may not be eligible otherwise, may utilize vacation accruals before having completed six continuous months on pay status.
- What about employees who don’t have enough vacation credits accrued?
For this closure period only, staff who wish to use vacation, but do not have sufficient time accrued, may utilize four days of vacation leave in advance of accrual. Alternatively, 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 holiday closure lose vacation and sick-leave accruals for the month of December?
No. For purposes of the closure only, up to four days of unpaid leave shall be considered time on pay status for the purpose of accruing vacation credits and sick leave. The additional accruals will be automatically calculated by UCPath, provided that the hours without pay during the curtailment are reported using the earn code of LVN for hourly employees and LVC for salaried employees. More detailed instructions on how to submit these hours will be distributed by the CRU.
- How will UCRP service credit be affected for employees who request LWOP?
UCRP service credit is earned proportionally to the number of hours paid in the month. So, if someone uses LWOP for the holiday closure, then service credit for December will be slightly less than it would be if they received pay for the entire month.
- For those employees with insufficient vacation credits, 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 credits available, for this period only, vacation time may be used in advance of accrual. For those employees with insufficient vacation time, UCPath initiators should process the leave without pay using the earn code of VAC for salaried employees and VCN for hourly employees when submitting pay hours through their time and attendance systems. More detailed information to Initiators 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 holiday closure. However, existing policies on sick-leave usage continue to apply. Therefore, if an employee gets ill during this period, he or she shall be permitted to use sick leave based upon 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?
The annual Winter Holiday Closure saves UCLA approximately $200,000 in energy costs. It also reduces campus greenhouse gas emissions by more than one-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 holiday closure?
For questions regarding application of personnel policies, contact Anthony Solana in CHR Employee & Labor Relations at asolana@chr.ucla.edu. For questions related to Health Sciences, contact Jane Miller in Health Sciences Human Resources at janemiller@mednet.ucla.edu. For questions regarding your department’s holiday closure plans, contact your supervisor.
