2015 Winter Closure Checklist

When the holidays roll around, days not only feel shorter but our lives also seem to get busier. To help you manage the hustle and bustle of December, we’ve prepared this checklist of recommended actions to complete before and immediately after 2015 winter closure.

The 2015 winter closure is scheduled Monday, December 21, 2015 through Friday, January 1, 2016, for those areas designated to close. Regular operations resume on Monday, January 4, 2016. The following dates have been designated as university holidays:

• Thursday, December 24, 2015
• Friday, December 25, 2015
• Friday, January 1, 2016

Reminders and actions to complete:

✓  Submit timecards
For the pay period ending December 15, complete your timecard by 5 p.m. on Tuesday, December 15. For the pay period ending December 31, complete your timecard by 5 p.m. on Friday, December 18. Submit your timecard

✓  Turn off computers and appliances
Support a Sustainable Stanford and help maximize energy savings by taking simple actions to conserve resources this winter. Turn off computers and other appliances and support the Cardinal Green campaign for a chance to win a $50 gift card! Take the pledge and turn off for break

✓ Secure your 2016 Caltrain Go Pass
Before heading out on break, be sure to renew your Caltrain Go Pass by visiting the Parking & Transportation Office or stopping by a Go Pass distribution event. View distribution event schedule

✓ Update StanfordYou
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

✓ Opt-in for online delivery of W-2
Login to Axess and opt-in for early delivery of your 2015 W-2 by selecting the “W-2 Consent” link and completing the Consent Form. Opt-in and complete Consent Form

✓ Submit retirement distributions requests
The deadline to submit retirement distribution requests is Tuesday, December 15. Distributions will not be processed during the Winter Closure. To update your retirement distribution, please contact your investment provider (Fidelity and/or TIAA-CREF) for the required forms and instructions. View contact information and other details

✓  Opt-in for electronic delivery of IRS Form 1095
On December 17, you will receive an email and follow up postcard mailing with information about the new IRS Form 1095 and the URL where you may opt-in for electronic delivery. The IRS Form 1095 is a new tax form that serves as your proof of medical coverage for the Affordable Care Act (ACA) individual mandate. Stanford will send this form by mail in January unless you opt-in for electronic delivery.

✓ Confirm your 2016 deductions
In the new year, please closely review your January 7, 2016 paystub to confirm your 2016 deductions are correct for the health benefits you elected. If you see a discrepancy, please contact the University HR Service Team.

Need Benefits Support during winter closure?

For questions regarding benefits including medical and retirement, please contact the University HR Service Team, Monday through Friday, 8:00 a.m.–5:00 p.m. PT. In-office appointments will not be taken during the winter closure. The Service Team will be closed on the designated university holidays (12/24, 12/25 and 12/31). 

When will I receive my new medical ID cards?

If you switched medical plans for 2016 during Open Enrollment or are an SHCA member, you should receive your new medical ID card by the end of the 2015 calendar year. If you do not receive your new card and need medical care on or after January 1, 2016, print a copy of your benefits Confirmation Statement as proof of coverage until you receive your new card. VSP and Delta Dental do not send member cards.