To:

American University Community

From:

Doug Kudravetz, CFO, Vice President and Treasurer

Subject:

Winter Break Closure – Monday, Dec. 23, 2019 – Wednesday, Jan. 1, 2020

As the winter holidays approach, I would like to provide details about the university’s upcoming closings (Dec. 23 – Jan. 1).

Throughout the winter break, faculty and staff will have access to their offices using their AU swipe cards, but reduced heating and lighting will be in effect. Please remember the buildings will be chilly, and offices may not be conducive for work. For safety reasons, space heaters are not allowed to be used to warm facilities. Access problems can be reported to Public Safety at extension 2527. Since few people are expected to be on campus during the break, please be mindful of your safety and be sure to secure your possessions.

Responsibilities and Staffing During Winter Break Closing

Staff should check with their supervisors regarding details about their unit’s staffing during the break. Unit heads of offices and departments who are assigned essential responsibilities during the break should submit the names of essential employees to Human Resources (HR) by Tuesday, Dec. 17. HR will send a reminder and form to these managers in the coming days.

Procurement and Contracts and Mail Services will contact major vendors and suppliers to stop or hold deliveries. Each administrative unit should notify other vendors and affected parties that the university will be closed. Public Safety cannot accept any deliveries.

Students

Residence halls will close on Sunday, Dec. 15 at 12 p.m. Students approved to participate in December Commencement may remain in campus housing until Monday, Dec. 16 at 12 p.m. Campus residents living in Nebraska Hall, the university-leased units at the Frequency Apartments, and those who requested winter break housing in Leonard Hall are permitted to remain during winter break. Residence halls will reopen for the spring semester on Sunday, Jan. 5 at 3 p.m.

Please visit the following websites for information regarding holiday hours of operations, closures, and resumption of service:

• Bender Library - http://www.american.edu/library/about/hours.cfm
• Campus Store – https://www.bkstr.com/americanstore/store-info-contact-us
• Dining Services – https://www.american.edu/ocl/onecarddining/dining-hours.cfm
• Housing – http://www.american.edu/ocl/housing/dates-faq.cfm
• Jacobs Fitness Center – https://www.american.edu/recfit/calendar/
• Shuttle – http://www.american.edu/finance/facilities/shuttle.cfm

Payroll Deadlines and Holiday Pay

Full-time employees are given eight days of holiday pay from Dec. 23 – Jan. 1. The last paycheck in 2019 will be dated Dec. 27 for biweekly employees and Dec. 31 for monthly employees. Biweekly timesheets for hours worked Nov. 30 – Dec. 13 must be signed and approved by 5 p.m. on Friday, Dec. 13. Monthly leave reports for leave taken in November were due Dec. 2 (sign and approve immediately if you have not already done so). Biweekly timesheets for pay period ending Dec. 27 are due Dec. 20, and Monthly leave reports for leave taken in December are due Jan. 2, 2020.

I wish you and your family a happy and joyous holiday season.