Holidays - HR Handbook

Date: May 2017

Policy: Many departments close completely on the traditionally observed campus holidays; in these departments, eligible exempt (salaried) employees receive the holiday off with pay. Eligible non-exempt (hourly) employees receive holiday pay for regularly scheduled hours at a rate equal to their current base rate of pay. Holiday pay includes any applicable shift differential, based on the employee’s regular schedule.

Employees are paid for their regularly scheduled hours on holidays. Some employees work non-typical schedules (e.g., employees who work 9 hours for 4 days (M – Th) and only work 4 hours on Friday). If a holiday falls on a Monday and the employee is scheduled for 9 hours on Mondays, then (s)he receives 9 hrs of holiday pay. If an employee regularly worked 12 hours on Mondays, then he would receive 12 hours of holiday pay. However, if the holiday falls on Friday and the employee is scheduled for only 4 hrs on Fridays, then the employee receives only 4 hours of holiday pay.

The College’s practice is that time for holidays, when taken in accordance with College policy, will be considered hours worked for purposes of calculating a non-exempt employee’s entitlement to overtime.  Please note that if an employee works on a holiday and chooses to be paid as well, the concurrent hours are not considered when calculating overtime.  For example, if an employee works his regularly scheduled 8 hours on a College holiday and elects to be paid (Workday Time code: Holiday Worked Paid), then the actual hours worked (8 hours) will be counted toward the calculation of overtime.  However, the concurrent 8 hours of paid time for working on the holiday are NOT counted toward overtime.  The employee’s Workday Timesheet will indicate 8 hours of Holiday Worked Paid; the Workday pay slip will indicate a total of 16 hours.

Over the course of the year, while the College's administrative offices may be officially observing a holiday, employees in some offices may be required to work to support students, the academic programs, and/or a general business need (e.g., Labor Day, an observed New Year's Day, President's Day, Independence Day, etc.). In these instances, employees are encouraged to save the holiday to be used at a later date with supervisory approval.

In addition, employees who work only during the academic year do not receive holidays that fall outside of the standard academic year calendar when they are scheduled to work. Employees with academic year schedules that end prior to Commencement are not entitled to Memorial Day or Independence Day holiday pay. An academic year employee whose academic year schedule extends into June, would be paid for the Memorial Day holiday, but not Independence Day.

Saved Holidays

Exempt Employees
If a benefits-eligible, vacation-eligible, exempt employee is required to work on a College observed holiday, the holiday may be saved as an additional vacation day to be taken at a later date. Exempt employees are responsible for submitting the saved holiday (Request Time Off Type: Holiday Saved) via Workday and it will be added to the vacation balance.

Non-exempt Employees
A non-exempt, benefits-eligible employee who is required to work on a holiday may receive holiday pay in addition to his/her pay for hours worked, or may choose to save the holiday hours by adding them to his/her vacation balance. An employee who is not required to work on a holiday but requests to do so, MUST save the holiday hours (Paycode: HOLS). Employees wishing to save the holiday hours must note this on the time record for that pay period or in the case of employees using a time clock, request it of their supervisor.

Recognizing that a number of non-exempt employees have alternative work schedules, the following guidelines apply:

For full-time and part-time, non-exempt employees, if the holiday falls on a regularly scheduled work day and the employee must work on the holiday, he/she is compensated for his/her regularly scheduled hours and has a choice to save the holiday hours as vacation or be compensated for the holiday.  For more specific examples of time record entry, review the Holiday Reporting Flowchart.

For full-time, non-exempt employees who typically work a 7.5 or 8 hour day, if the holiday falls on other than a regularly scheduled work day, he/she is only eligible to report regularly scheduled hours to save for future use. (For example a full-time housekeeper or security officer whose regular schedule is 8 hours per day Tuesday through Saturday).  For more specific examples of time record entry, review the Holiday Reporting Flowchart.

For part-time employees or full-time employees with alternative work week schedules (for example: 4 – 10-hour days, or 3 – 12-hour days, etc.), if the holiday falls on other than a regularly scheduled work day, he/she is entitled to save one-fifth of the weekly scheduled hours to save only for future use.

Other Holiday Provisions

An employee who is scheduled to work on a College holiday and cannot work due to illness should consult with his/her supervisor about how to record the absence.

If an employee is scheduled to work on a holiday and fails to report as scheduled, the absence may result in disciplinary action. Should an employee fail to report for work one or two days preceding or following the holiday, whether or not that employee is scheduled to work on the holiday, disciplinary action may also be initiated. If an employee’s last day of work falls on the day before a holiday, he/she is not entitled to holiday pay upon termination of employment. An employee not in paid status or on an unpaid leave of absence is not eligible to receive holiday pay. Employees receiving Workers' Compensation benefits should refer to the Workers' Compensation policy for more information.

The College will reasonably accommodate an employee’s request for time off for religious observance or practice of the employee, provided, that an employee intending to be absent from work when so required by their religion shall notify their supervisor as far in advance as possible for each such absence. The employee may account for this time off by use of their accrued vacation. In instances where the vacation balance is below the equivalent of 5 days, the supervisor should contact human resources to determine whether the time may be made up at some other mutually convenient time within the employees regularly scheduled workweek or whether time off without pay may be arranged.