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Memorandum December 9, 2020

To:
American University Community
From:
Doug Kudravetz, CFO, Vice President and Treasurer
Subject:
Winter Break Closure – Thursday, Dec. 24, 2020 – Sunday, Jan. 3, 2021

As the winter holidays approach, I would like to provide details about the university’s upcoming closings (Dec. 24 – Jan. 3).  

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 Wednesday, Dec. 16. 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 

Residents approved for fall 2020 emergency housing in Cassell Hall and the university-leased units at the Frequency Apartments are permitted to remain during winter break. All other residence halls will remain closed. The move-in for spring 2021 emergency housing residents will begin on Thursday, January 14. Residents will receive individualized communication regarding their specific move-in day/time. 

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

Payroll Deadlines and Holiday Pay 

Full-time employees will receive holiday pay for their regularly scheduled workdays that fall on and between Dec. 24 – Jan. 3. The last paycheck in 2020 will be dated Dec. 24 for biweekly employees and Dec. 31 for monthly employees. Biweekly timesheets for hours worked Nov. 28 – Dec. 11 must be signed and approved by 5 p.m. on Friday, Dec. 11. Monthly leave reports for leave taken in November were due Dec. 1 (sign and approve immediately if you have not already done so). Biweekly timesheets for pay period ending Dec. 25 are due Dec. 21, and Monthly leave reports for leave taken in December are due Jan. 4, 2021. 

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