Holiday recess schedules and adjusted deadlines 2021

    November 17, 2021

    Yale University will be closed for the holiday recess from Thursday, December 23 through Friday, December 31, 2021. The following is a brief summary of systems availability, adjusted deadlines, and support services related to this period.

    Payroll Schedule and Important Information

    The Pay Schedule contains detailed information about closing and pay schedules.

    STARS/Recruiting and Hiring

    Please refer to the following schedule for creating and posting job requisitions, processing temporary employment requests, and extending offers to candidates before and after the 2021 holiday recess period:

    Monday, November 22

    • Last date Staffing can accept approved L35 job requisitions to meet the posting deadline of November 24 (removed as of December 6)

    Monday, December 13

    • Last date Staffing can receive STARS job postings for auditing to meet the posting deadline of December 17 (all positions other than L35)
    • Last opportunity to submit Temporary Data Collection Forms, via STARS, for the processing of temporary workers before the recess period

    Friday, December 17

    • Last date that Staffing can extend offers prior to the recess period
    • Last date Staffing can open a job requisition which will post to the applicable gateway(s) on the following date

    Monday, January 3

    • First day Staffing can open a job requisition for 2022, which will post to the applicable gateway(s) on the following date (all positions other than L35)

    Wednesday, January 5

    • First L35 job requisition posting date of 2022 (deadline submission date of January 3 by noon)

    For questions, please contact Employee Services at 203-432-5552 or employee.services@yale.edu.

    Employee Service Center (Remote)

    The Employee Service Center (ESC) recess hours are as follows:

    • December 24, 27, and 31: Closed
    • December 23, 28, 29, and 30: Open 9:00 a.m. to 3:00 p.m.

    I-9 Center

    The I-9 Center at 221 Whitney Avenue will be open for limited appointments on December 29 and 30, from 9:00 a.m. -1:00 p.m.

    Please visit the I-9 Verification Booking Calendar to reserve an appointment.

    Financial Systems and Solutions

    Please note the following processing times for specific transactions.

    • Journals requiring central approval will not be reviewed after 11:30 a.m. on Wednesday, December 22 through 8:30 a.m. on Monday, January 3.
    • Payroll Obligation Adjustments will be run at 11:30 a.m. on Wednesday, December 22, and will not be updated again until Monday, January 3, at 11:30 a.m.
    • GSPS commitments will not be updated after Wednesday, December 22, until Monday, January 3.
    • F&A commitments will be updated Wednesday, December 22, and Wednesday, December 29.  F&A commitments will not be updated after Wednesday, December 29, until Monday, January 3. 

    Questions can be directed to the Finance Support Center (FSC) at 203-432-5394 or askfinance@yale.edu. We will respond after holiday on Monday, January 3, 2021.

    Treasury Services

    Treasury Services located at 2 Whitney Avenue, will be closed Friday, December 24. Treasury will be open for deposits Thursday, December 23,  and Monday through Friday, December 27 – 31, from 9:00 to 11:00 a.m. Deposits may be dropped at any time in the drop box located on the Grove Street side of the building (no inter-office envelopes please) and at the drop box located at 333 Cedar Street inside the building on the first floor.

    Accounts Payable

    Transactions need to be submitted to Accounts Payable by Monday, December 13, at 3:00 p.m.

    Transactions need to be submitted for review to Accounts Payable by Monday, December 13, at 5:00 p.m.

    • Petty Cash
    • Check Request (Supplier Invoice Request)
    • Expense Reports for YSS Partners
    • Match Exceptions for PO invoices

    In order to receive a check, your transaction must be fully approved by Tuesday, December 21:

    Finance Support Center (FSC)

    • During the holiday recess, the FSC will not be available Wednesday, December 23 through Friday, January 1, 2021. 

    Procurement

    To ensure that your transactions are processed before the holiday break, please note the following critical date:

    • Monday, December 6 (5:00 p.m.): Intake Form Requests received by Purchasing
      • ​Please keep in mind that more complex requests that involve input from additional departments could cause unexpected delays and keep requests from being processed prior to break
    • Monday, December 13 (5:00 p.m.): Purchase Requisitions received by Purchasing
    • Anything received after the aforementioned date may not be processed until our return on Monday, January 3, 2022.

    All Procurement units (which include Purchasing Services and Electronic Commerce Services) will be closed during the break.

    Workday and SciQuest will remain available during the holiday break. However, as all requisitions require financial review and approval, they may not be reviewed during the break. Likewise, requisitions that require review and approval by central units (e.g., radioactive or hazardous materials by EHS; requisitions requiring Purchasing approval or requests to close POs) will be reviewed beginning Monday, January 3, 2022. University Receiving locations are also on a reduced schedule.

    eShip Global, the university’s express shipping tool, will also remain available during the holiday break.

    The Purchasing Card office will not be available during the break. If assistance is needed, please contact JP Morgan Chase at 1-800-316-5065.

    Please share this reminder with those in your department who are responsible for these transaction types. Please email questions or concerns to purchasing.helpdesk@yale.edu.

    ITS Cellular Services

    The ITS Cellular Services will close at 5:00 p.m. on Tuesday, December 22, and will reopen at 8:30 a.m. Monday, January 3. Please submit any international cell service requests no later than Friday, December 18 to ensure international coverage. If you need any cellular assistance during the recess break, please contact the ITS Help Desk which is available 24 hours a day, seven days a week, 365 days a year. You may call 203-432-9000 or visit Get Help to search How-to Articles, report a problem, or chat.

    ITS Help Desk

    The ITS Help Desk is available 24 hours a day, seven days a week, 365 days a year. You may call 203-432-9000 or visit Get Help to search How-to Articles, report a problem, or chat.

    Walk-in Computer Support Centers will not be available during the holiday recess.

    ITS Data Center

    Thanksgiving Holiday:

    • Wednesday, November 24: Data Center Operations closes at 6:00 p.m.
    • Unstaffed from 6:00 p.m. Wednesday, November 24, through 7:00 a.m. Friday, November 26.

    December Recess:

    • Friday, December 24: Data Center Operations closes at 6:00 p.m.
    • Unstaffed from 6:00 p.m., Friday, December 24 through 7:00 a.m. Sunday, December 26.

    New Year’s:

    • Friday, December 31 – Data Center Operations closes at 6:00 p.m.   
    • Unstaffed from 6:00 p.m., Friday, December 31 to 7:00 a.m., Saturday, January 1, 2021.

    For all times the Operations Center is unmanned, coverage will be maintained by on-call staff. Anyone needing emergency assistance during the time the facility is not staffed may call 203-432-6506 and the on-call staff member will respond.

    Power BI Report Server and Finance Data Mart

    If you encounter Power BI, People Hub or Finance Data Mart problems, please report them to the ITS Help Desk.

    Yale Mail Service

    Yale Mail Service operates on a limited schedule during the Holiday recess. While they receive and sort mail, they will not be delivering any campus mail unless specifically requested by departments Yale Mail Service will be closed from Thursday, December 23, 2021 – Friday, January 3, 2022. Please Note: Campus mail sorting and delivery subject to change with regard to campus COVID restrictions.

    The following Christmas Recess days Campus Mail will be open for mail deliveries to departments that are open and want to receive mail are:

    • Thursday, December 23, 2021
    • Monday, December 27, 2021
    • Tuesday, December 28, 2021
    • Wednesday, December 29, 2021
    • Thursday, December 30, 2021

    Regular mail delivery will resume on Monday, January 3, 2022.

    Yale Shuttle Service

    This free service runs year-round with the exception of the following University Holidays: New Years Eve, New Years Day, Memorial Day, Independence Day, Labor Day, Thanksgiving and the following Friday, Christmas Eve, and Christmas Day.