2024 Winter Closure Checklist
This year’s winter break is Dec. 23 to Jan. 3, with regular operations resuming on Jan. 6, 2025. The following dates have been designated as university holidays:
- Tuesday, Dec. 24, 2024
- Wednesday, Dec. 25, 2024
- Wednesday, Jan. 1, 2025
Here’s what else you’ll find in this article:
Before winter closure
✓ Submit final timecards for 2024
✓ Obtain a permit if you need to park on campus
✓ Update StanfordYou, set your out-of-office message
✓ Opt in for online delivery of your W-2 form
✓ Unplug computers and appliances, turn off all lights, turn down thermostat, & close windows
✓ Make Stanford Contributory Retirement Plan (SCRP) contribution changes and distribution requests
During and after winter closure
✓ Use your FSA funds
✓ Watch for New Medical ID Cards
✓ Review your first paycheck of 2025
✓ Opt in for electronic delivery of IRS Form 1095 by Jan. 1
Need support during winter closure?
Before winter closure
✓ Submit final timecards for 2024
For the first pay period in December (Dec. 1–15): Submit and approve your timecard by 12 p.m. PT on Dec. 15. Your last payday of the calendar year is Dec. 19, which includes this pay period. Managers: Approve your employees' timecards by 12 p.m. PT on Dec. 16, and be especially careful for this pay period to minimize the pay corrections needed from your department, as payday falls within the winter closure.
For the second pay period in December (Dec. 16–31): Submit and approve your timecard prior to leaving for winter closure. Your first payday of the calendar year is Jan. 7, 2025, which includes this pay period. Managers: Approve your employees’ timecards by 9 p.m. PT on Jan. 1.
Please note: Payroll will be open through the end of business on Dec. 20, and will reopen Jan. 6. Emergency support will be provided during this period and should be directed to Payroll by submitting a Support Request through Service Now.
Visit Fingate for timecard entry instructions and other financial deadlines.
✓ Limited parking enforcement (updated as of 12/19/24)
Parking enforcement will be suspended from December 23, 2024, to January 6, 2025, at 6 a.m., for commuter, residential, and visitor zones. Enforcement will remain in effect for special zones, including disabled parking, loading zones, red zones, fire lanes, and spaces requiring special permits. We will resume enforcement in the commuter, residential, and visitor zones at 6 a.m. on January 6, 2025.
While the Stanford Transportation office is closed (December 23 – January 6), you'll still be able to:
- Access the pre-tax transit and commuter benefits portal
- Log in to the Parking Permit Management System to check your permit status and add or remove vehicles. Please note the following important dates:
- From December 23, 2024, to January 6, 2025, at 6 a.m., you will not need a parking permit to park in commuter, residential, and visitor zones.
- Between December 23 and December 31, the system will not allow you to purchase a permit.
- Starting January 1, the system will reopen for new permit purchases for the upcoming year. If you're buying daily permits, remember to select an effective date of January 6 or later.
Please note: Knight Management Center Garage, Roble Field Garage, Wilbur Field Garage, and the Center for Academic Medicine Garage will be closed for cleaning. All vehicles left in these garages during the dates designated will be subject to towing at the owner’s expense. Learn more and find alternative parking locations in our Garage Closures article on the Stanford Transportation site.
Read about holiday parking, Marguerite, and more on the Stanford Transportation site
✓ Update StanfordYou, set your out-of-office message
Before you leave, verify your mailing address in StanfordYou. While there, you can adjust your out-of-office settings and maintain your directory and emergency contact information to ensure you stay informed of campus news and notifications.
Update your settings and information in StanfordYou
✓ Opt in for online delivery of your W-2 form
If you have not previously opted into electronic delivery of your W-2 tax form, log into Axess and complete the Consent Form. Your W-2 will be available in Axess by Jan. 15. To have your form mailed instead, verify your mailing address in StanfordYou by Dec. 31.
Read about W-2 Forms on Fingate
✓ Unplug computers and appliances, turn off all lights, turn down thermostat, and close windows
While you are away from campus for the holidays, give Stanford buildings a break too! The university has saved over 5 million dollars in utility costs since 2001 by implementing energy-saving measures in unoccupied buildings during the holiday break. Support a sustainable Stanford and help maximize energy savings. Unplug devices, turn off lights, turn down the thermostat, and close windows in campus buildings before you leave. These are just a few simple actions that you can take to help conserve resources over winter closure.
✓ Make Stanford Contributory Retirement Plan (SCRP) contribution changes and distribution requests.
Now is the time to review your year-to-date contributions to your SCRP and plan ahead for 2025.
Check your year-to-date contributions to the SCRP by logging into My Retirement Savings or calling a Fidelity representative at 888-793-8733. The deadline to make 2024 contribution changes and have them reflected on your last paycheck of the year is Dec. 10, at 5 p.m. PT.
The IRS contribution limits for 2025:
2025 IRS limits | Before-Tax & Roth Contributions | Total Contribution Limit including, University Contributions |
|---|---|---|
Below age 50 | $23,500 | $70,000 |
Age 50-59 and 64 or older by 12/31/2025 | $31,000 | $77,500 |
Age 60-63 by 12/31/2025 | $34,750 | $81,250 |
Your first paycheck for 2025 is paid on Jan. 7, 2025. If you wish to increase or change your contribution, log into My Retirement Savings or call a Fidelity representative at 888-793-8733 and make your election changes between Dec. 11 and Dec. 23 by 5 p.m. PT. Read more about the IRS contribution limits for 2025.
To request your retirement distribution, contact your investment provider – Fidelity and/or TIAA – for the required forms and instructions.
In order to receive a distribution in 2024, you must submit completed distribution paperwork to either Fidelity or TIAA by the following deadlines:
Type | Eligible Population | Deadline | Applicable Taxes |
|---|---|---|---|
Required Minimum Distribution (RMD) | Terminated plan participants who are age 72 (70½ if you reach 70½ before Jan. 1, 2020) | TIAA and Fidelity Accounts – 11 a.m. PT, Tues., Dec. 31 | Ordinary income |
Hardship withdrawals | Active plan participants | TIAA Accounts – 5 p.m. PT, Fri., Dec. 13 Fidelity Accounts
| Ordinary income taxes and 10% excise taxes for participants under age 59½ |
In-service withdrawals | Active plan participants who are age 59 ½ or older | TIAA Accounts – 5 p.m. PT, Fri., Dec. 13 Fidelity Accounts
| Ordinary income |
Loans | Active plan participants with a minimum Fidelity account of $2,000 | Fidelity Accounts
| Not applicable |
Full Distribution | Terminated plan participants | TIAA Accounts – 5 p.m. PT, Fri., Dec. 13 Fidelity Accounts – 11 a.m. PT, Tues., Dec. 31 | Ordinary income taxes and 10% excise taxes for participants under age 59½ |
Please note that if there is a problem or missing information on the distribution forms, it may require additional time and cause your distributions to be delayed until Jan. 2025. Fidelity and TIAA will be closed on Dec. 25, 2024, and Jan. 1, 2025.
You can make changes to your contributions or request a distribution by either logging into My Retirement Savings or calling a Fidelity representative at 888-793-8733
During and after winter closure
✓ Use your FSA funds
The deadline to use the balance of your 2024 health care or dependent care Flexible Spending Accounts (FSA) is Dec. 31. Although you can submit claims for reimbursement through April 30, 2025, the services need to have occurred by the end of December.
- Carryover amount for health care FSA: You may carry over up to $640 in unused 2024 health care FSA funds to 2025. Carryover funds will be automatically added to your account with Fidelity in May 2025 — no action is required. Any unused dollars from your dependent care FSA will be forfeited after Dec. 31, 2024, per IRS rules.
- Dependent care FSAs: You cannot carry over any unused money from year to year. Your 2025 elected amount is divided over 24 pay periods, and the per pay period deductions are deposited within two business days after each pay date.
✓ Watch for New Medical ID Cards
If you switched medical plans for 2025 during Open Enrollment, or are newly enrolled in a plan, you should receive your new medical ID card in January. Remember: Dental and vision plans do not provide ID cards.
All medical plans have updated their cards to show your plan deductibles and out-of-pocket maximum limits but not all plans are mailing physical cards.
Learn how to access your digital ID cards on Cardinal at Work
See other Benefit To-Do’s for 2025
✓ Review your first paycheck of 2025
Your first paycheck of 2025 is paid on Jan. 7. With this paycheck, your 2025 benefits deductions and retirement contributions will begin, and Social Security and Voluntary Disability Insurance (VDI) taxes will be withheld again for employees who reached the maximum in 2024.
Closely review your first pay stub to confirm your deductions are correct for the health benefits you elected. If you have questions, contact the University HR Service Team (see holiday hours below).
✓ Opt in for electronic delivery of IRS Form 1095 by Jan. 1
IRS Form 1095 requires notification of the medical coverage Stanford offered you, regardless of whether you enrolled in it. You don’t have to submit your Form 1095 with your tax return. However, you should secure it with your other important tax forms for future reference.
Stanford produces this form in January and sends it via U.S. Mail unless you have elected electronic delivery by Jan. 1. To view or change your delivery status, log into My Benefits, click on the Menu button at the top right, followed by “Items to Explore” and select “ACA 1095 Portal.”
Need support during winter closure?
The Stanford University Occupational Health Center will be closed from Dec. 20, 2024, at 2 p.m. PT until Jan. 6, 2025, at 8 a.m. PT.
The SLAC Occupational Health Clinic will be closed from Dec. 20, 2024, at 1:30 p.m. PT until Jan. 6, 2025, at 7:30 a.m. PT.
Mental wellness supportThe holiday season can bring added stress. To help you get needed support, view mental and emotional health resources on Cardinal at Work.
Additionally, visit BeWell for wellness tips to stay healthy during the winter closure and holiday season.
Benefits questionsFor all medical and retirement benefits questions, contact the University HR Service Team, but please note their modified schedule during winter closure:
- Dec. 23, Dec. 27, Dec. 30, Jan. 3: Open 8 a.m. to 12 p.m. PT. Voicemail and tickets will be monitored from noon to 5 p.m. daily.
- Dec. 24 to Dec. 26, Dec. 31, and Jan. 1: Closed. Voicemail and tickets will be monitored.
- Jan. 2: Open 8 a.m. to 5 p.m. PT.
- In-office appointments and online chat: Not available during winter closure.
- Resume normal operating hours: Jan. 6, 2025.
If you have an urgent matter relating to a medical leave claim, contact AbsenceOne at 866-566-1906. If you have an urgent matter relating to your medical leave pay, submit a ServiceNow request. Tickets will be monitored for urgent matters, and callbacks will be made by the next business day. We will resume normal operating hours on Jan. 6.
University IT Support- During the break, the UIT Service Desk staff will be available by phone from 8 a.m. to 5 p.m. PT, Monday through Friday. Urgent after-hours calls will be handled by the 24x7 IT Operations Center.
- Requests submitted through services.stanford.edu will be monitored throughout the winter closure from 8 a.m. to 5 p.m. PT, with the exception of weekends and Dec. 24, Dec. 25, and Jan. 1. Priority response will be given to urgent requests related to system outages.
- To report an emergency or a critical need at any time during the break, call 5-HELP (650-725-4357). Responses to all other help requests will be handled as quickly as possible, but you may experience longer-than-normal response times until we return to full staffing levels on Jan. 6, 2025. Visit UIT's winter closure web page for more information.
