Overview
The 2026-2027 Winter Holiday Closure is scheduled from Wednesday, December 23, 2026, through Friday, January 1, 2027. Normal operations will resume on Monday, January 4.
Easily add relevant deadlines and important dates to your calendar through our Winter Closure event feed.
Important Dates
Review the below deadlines and important dates for the closure (expand each section for additional information):
To the extent possible, submit requisitions no later than Wednesday, November 25. Ideally, new vendors should submit their PaymentWorks registration by November 18. Registrations submitted after this date will be processed on a first-come, first-served basis; however, Vendor Management may not be able to complete onboarding by November 25.
Only requisitions with the necessary supporting documentation and approval(s) (e.g., completed vendor onboarding, Third-Party Risk Management [TPRM] approval) will be processed.
Requisitions will be assessed and processed based on priority.
Orders requiring negotiation of terms and conditions need more lead time and may not be completed prior to closure. See “Pre-Order Patient-Facing Items” deadline for additional considerations.
NOTE: Low-value orders and catalog orders that do not require central approvals will continue to be processed throughout the holiday break.
To the extent possible, submit change requests no later than Wednesday, November 25.
To the extent possible, submit 2026 invoices to Accounts Payable no later than Wednesday, November 25.
Invoices submitted after this date will continue to be processed but may not be paid this calendar year. The rush request form will remain available for qualifying invoices (see “Submit Rush Requests” deadline).
This deadline also applies to Direct Pay form and Shipping form payments.
NOTE: For Direct Pay forms, new vendors should submit their PaymentWorks registration by November 18. Registrations submitted after this date will be processed on a first-come, first-served basis; however, Vendor Management may not be able to complete onboarding by November 25
Submit and approve non-travel & non-entertainment (non-T&E) reimbursements by end of day Wednesday, November 25.
In order for reimbursements to be processed prior to close, the Concur expense report must have an Approved & In Accounting Review status by this date.
NOTE: Reimbursements requiring central office approval(s) need more lead time and may not be completed prior to closure.
In order for a travel and entertainment (T&E) reimbursement to be processed prior to closure, the related Concur expense report must have an Approved & In Accounting Review status by end of day (5 p.m. PT) on Tuesday, December 1. Reports reach this status once they have completed all departmental approval steps and been routed to Travel Accounting for final review and processing.
NOTE: Travel Accounting is a separate department from UCLA Campus Purchasing & Payables.
Submit new subcontracts by end of day (5:00 p.m. PT) on Friday, December 4.
Requisitions will be processed on a first-come, first-served basis based on submission date. Only requisitions with the necessary supporting documentation will be processed.
NOTE: New vendors should submit their PaymentWorks registration by November 25. Registrations submitted after this date will be processed on a first-come, first-served basis; however, Vendor Management may not be able to complete onboarding by December 4.
To the extent possible, submit all subcontract amendments by end of day (5:00 p.m. PT) on Friday, December 11.
Amendments will be processed on a first-come, first-served basis based on submission date. Only amendments with the necessary supporting documentation will be processed.
In order to process campus invoice rush requests prior to closure, no new rush requests will be accepted after Monday, December 14.
Acceptable justifications for a rush request include:
- Account holds
- Account closures
- Disruption of patient care or critical research activities
- Event cancellation
Prior to submitting a request, ensure there are no outstanding invoice issues (e.g., insufficient PO funds, vendor name / address mismatch, etc.). Rush requests for invoices that would otherwise be placed on hold or matching exception cannot be processed.
REMINDER: The rush request form is not for Travel Accounting invoices.
To the extent possible, submit and approve Concur general refunds by end of day (5:00 p.m. PT) on Monday, December 14.
Confidential refunds and refunds of $10,000 or more may require additional lead time for central office review and approval.
REMINDER: A Concur general refund refers to a repayment made to an individual that cannot be facilitated through alternative University systems (e.g., BruinBill, UCPath, Transact). Concur does not handle patient refunds or refunds to an entity.
Irregular invoices with a hold date of November 16, 2026, through November 30, 2026, must be actioned by departments no later than end of day (5:00 p.m. PT) on Monday, December 14.
If the necessary department action(s) is not taken by this deadline, impacted invoices may be rejected or pushed to payment. Additional information on how unactioned invoices are centrally addressed can be found on the Irregular Invoice Resolution Calendar web page.
Patient-facing items, including pharmaceuticals and vaccines, routinely ordered through Strategic Sourcing contracts (e.g., McKesson) should be pre-ordered by end of day (5:00 p.m. PT) on Friday, December 18.
If a PCard purchase requires PCard team intervention (e.g., credit increases, declined MCC), a Finance Support Portal case must be submitted by end of day (5:00 p.m. PT) on Friday, December 18.
Monday, December 21, is the last day physical checks will be mailed.
NOTE: Electronic payments will continue to go out (except on holidays), so encourage vendors to enroll.
Limited staffing will be available during closure to approve and process new subaward requisitions as well as amendments.
Submit requisitions and amendments for end of year approval by end of day (5:00 p.m. PT) on Thursday, December 24.
NOTE: New vendors should submit their PaymentWorks registration by December 16. Registrations submitted after this date will be processed on a first-come, first-served basis; however, Vendor Management may not be able to complete onboarding by December 24.
The December 1 – December 15 Concur PCard statement report must be reconciled, submitted, and approved no later than Monday, January 4, 2027. For more information, review the PCard Reconciliation Calendar.
NOTE: If your department needs PCard expenses captured in CY2026, statement reports must be submitted and approved by December 18 (the first day Concur allows report submission for the 12/1-12/15 statement period). Reports received by the PCard team after this date will post to the ledger in CY2027.
Services
During campus closure, the following services will be closed or modified:
| SERVICE | STATUS |
|---|---|
| BruinBuy Plus System | Available 24/7 |
| Concur | Available 24/7 |
| Irregular Invoice Dashboard | To be announced |
| Service Standard Date Web Page | Web page will NOT refresh December 23 through January 3 |
| Subaward / Subcontract Invoice Approver Updates | Campus update submissions will not be reviewed until January 4 |
| BruinBuy Plus Help Desk | Limited staffing to support critical issues and compliance requirements |
| Campus Purchasing & Payables | Limited staffing for critical transactions |
| PCard and T&E Card | Limited UCLA staffing to support critical credit limit changes and declined transactions. U.S. Bank will remain available: |
| Travel Accounting | Closed |
Questions?
We’re here to help during this busy time of year! If you have any questions or concerns regarding the upcoming deadlines, please submit a ticket or attend office hours.
- Campus Purchasing & Payables: help@it.ucla.edu
- PCard: UCLA Finance Support Portal
- Travel Accounting: UCLA Finance Support Portal
- T&E Card: UCLA Finance Support Portal