As we approach the end of the year, we’d like to share important updates and deadlines to help SPPH faculty and staff prepare for the upcoming winter break and the start of 2026. Please review the information below regarding vacation carryover, Workday deadlines, payroll schedules, office closures, and seasonal procedures across the School and UBC.
Vacations & leaves
SPPH staff and supervisors:
- Management & Professional, CUPE 2950 and Non-Union Research Assistants and Technicians can carry over a maximum of two weeks of vacation to 2025 with their manager’s approval. More information about vacation entitlements and carryover can be found here.
- If you have questions about vacation entitlement or carryover for staff, please contact spphhr.assistant@ubc.ca.
- Please ensure vacation, sick time, and other absences are entered for 2025 in Workday by Wednesday, January 7, 2026.
- Managers must approve their staff member’s absences for 2023 by Thursday, January 8, 2026.
- Instructions for entering absences in Workday can be found here.
Early payroll deadline
- The payroll deadline to enter and submit time for December 9 – 24, 2025, is Friday, December 19, 2025. Managers must approve the time submitted by this date.
- 2026 payroll calendar: Next year’s payroll calendar and schedule are now available in the Finance portal (CWL required).
Benefits deadlines: View year-end deadlines for your UBC benefits, including extended health, dental and HSA and PSA claim deadlines.
Winter leave: The leave available depends on employee group. Visit the Winter leave page for more information, and read the UBC Bulletin about Paid leave for staff between Boxing Day and New Year’s Day. Supervisors with Management & Professional and Non-Union Research Assistant/Technician staff should confirm with their teams if they will receive time off over the winter leave period. CUPE 2950 staff are eligible for this paid time off, unless they are required to work for operational reasons and if so, they will be granted three days of paid leave at another time.
SPPH administrative office closure
The secure SPPH Administration Office (SPPH HR, IT, Finance and Education) area will be closed at 12:30pm on December 24, 2025. The SPPH Administrative Office will resume business operations on Friday, January 2, 2026. The observed statutory holidays are December 25, 26 and January 1. This year, the SPPH Administrative Office closure is inclusive of the “Winter Leave,” which covers the three normal working days between Boxing Day and New Year’s Day that fall on December 29, 30 and 31.
Facilities
December 24 – January 1: exterior doors will be locked (swipe access still accessible). Cleaning services and mail/courier services are halted, and will resume January 2. The building will be switched to reduced operations (lighting/heating). Please ensure all garbage is discarded by 12pm on December 24. Should you be on site during this period, please make sure that the exterior doors are locked/closed after use. If you find yourself working alone in the building, be cognizant of your safety and arrange check-in procedures with your supervisor.
Workday delegations
If you are going on vacation or will be absent for a period of time, please delegate any important tasks in Workday before you leave. For example, managers may want to delegate approvals for time entry or time off. Instructions for delegating tasks in Workday can be found here.
SPPH winter weather procedures
Please see SPPH’s website for information about the School’s winter weather procedures.
Emergency information & messaging
Everyone is encouraged to sign up for UBC Alerts to receive emergency messaging – there are instructions for Vancouver campus and Okanagan campus.
Also refer to UBC Campus Notifications (Vancouver & Okanagan) and UBC Faculty of Medicine Closure Information.
Seasonal shutdown
This holiday season, help save energy as part of UBC’s Seasonal Shutdown, which lowers the temperature in buildings over the winter break to reduce energy use and emissions on campus.
Every action counts! Simple actions like shutting windows, switching off and unplugging electronic equipment and turning off lights save thousands of dollars each year and reduce UBC’s energy footprint.
Before you leave for the holidays…
- Switch off electronics
- Turn off the lights
- Unplug small appliances
- Close windows and blinds
- Report any air or water leaks
- Shut fume hood sashes and shut down non-essential lab equipment
Learn more: https://sustain.ubc.ca/shutdown
Wishing you and your families a wonderful winter break!