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Human Resources Policies

Attendance and Time Off

Holiday Pay


Effective Date Jan 1, 2016

Applicable Employee Classes:

01, 02, 03, 04, 05, 06, 07, 08, 10, 11, 13, and 16

Revised Date:

March 2018

Approved by:

Dr. T. Dwayne McCay, President

2.5 Holiday Pay

Policy

The university has designated the following 18 holidays during each calendar year as paid time off:

New Year's Day
Martin Luther King Jr. Day
Last Day (Friday) of Spring Break
Memorial Day
Independence Day
Labor Day
Columbus Day
Veterans' Day
Wednesday before Thanksgiving Day
Thanksgiving Day
Friday after Thanksgiving Day
Christmas Eve
Christmas Day
One (1) personal "floating" holiday per calendar year.
Four (4) "extra" holidays, typically the workdays between Christmas Day and New Year's Day

  1. Employees assigned to the following employee classes are covered by this policy: 01, 02, 03, 04, 05, 06, 07, 08, 10, 11, 13 and 16. See the Employee Class Policy for an explanation of the employee classes.
  2. Holidays that fall on a Saturday will normally be observed on the preceding Friday. Holidays that fall on a Sunday will normally be observed on the following Monday.
  3. Employees are eligible for holiday pay immediately upon employment, subject to the following conditions:
    1. Part-time employees are entitled to holiday pay for the number of hours they are normally scheduled to work on a daily basis.
    2. No employee will begin employment on a holiday.
    3. In order to be paid for a holiday, an employee must be in pay status for the last work day before and the first workday after the holiday.
    4. Hire and termination dates may not be adjusted in any way which circumvents the intent of this section.
    5. If an employee is on sick leave either the last workday before or the first workday after the holiday, the Associate Vice President of Human Resources may, at his or her discretion, require a physician's certification of illness. If a certification is requested and not provided by the employee, the holiday will not be paid. In this event, the holiday may be charged to accrued and unused Sick or Vacation Leave, or accrued and unused Personal Holiday or Anniversary Day. If the employee does not have sufficient accrued leave, the holiday will be unpaid.
  4. Holidays that occur during a vacation will be paid as holiday time.
  5. Holidays that occur during extended disability or other approved unpaid leaves of absence are not considered earned and will not be paid.
  6. At the discretion of the department head, non-exempt employees who are required to work on a holiday because their department must remain in operation will normally be rescheduled for another paid day off within the same pay week that the holiday falls as a substitute for the holiday. If the employee's department determines that time off on another day within the workweek is not feasible, the non-exempt employee may be paid straight time for the holiday worked. If paid for the holiday, the hours will not count as "time worked" for the purposes of calculating overtime.
  7. Holiday pay is computed as straight time to all non-exempt employees. Any employee at .50 FTE, but less than 1.00 FTE, will receive pro-rated holiday pay based on the number of hours the employee is regularly scheduled to work on the day which the holiday falls, or one-fifth of the number of hours the employee is regularly scheduled to work per week, rounded off the nearest quarter whichever is greater. 
  8. An exempt employee's salary includes the days designated by the university as holidays. Exempt employees required to work on holidays will receive equivalent time off to be arranged with their supervisors and used within the same work week that the holiday falls.
  9. Temporary employees and College Roll/Federal Work Study student workers are not eligible for holiday pay.
  10. Based upon federal wage and hour laws, holiday hours that are not worked are not counted as paid hours when computing overtime payments.

Personal "Floating" Holiday

  1. Employees are eligible for one (1) Personal "Floating" Holiday per calendar year. This holiday may be used for any reason and at any time, subject to the approval of the employee's supervisor. Use of the holiday is subject to cancellation based upon departmental workload.
    1. The Personal Holiday accrues in the first complete pay period in the calendar year. The hours accrued is based upon the number of hours the employee is authorized to work; i.e. an 80 hour per pay period employee earns 8 hours of Personal Holiday, while a 60 hour per pay period employee earns 6 hours of Personal Holiday.
    2. If a part-time employee (less than 80 hours per pay period) becomes a full-time employee (80 hours per pay period) in an eligible employee class after the Personal Holiday has accrued, he/she will be granted a sufficient number of hours to provide a total of eight (8) hours of Personal Holiday only if he/she has not already used the number of Personal Holiday hours that accrued based upon his/her original part-time status. If he/she used all available Personal Holiday hours prior to the change to full-time status, additional hours will not be granted for that calendar year.
    3. An employee who transfers from full-time to part-time status before he/she has used his/her Personal Holiday will have his/her available balance reduced to the number of hours that are scheduled to be worked in a day. For example, a full-time employee who transfers to a half-time position before he/she has used his/her available Personal Holiday hours will have his/her Personal Holiday hours reduced to four (4), consistent with a halftime appointment.
    4. Employees hired on or after November 1 are not eligible for a Personal Holiday for the calendar year. They will accrue a Personal Holiday for the next calendar year.
  2. The Personal Holiday must be used in whole increments; partial day usage is not permitted.
  3. A Personal Holiday must be used by the last full pay period of the calendar year in which it accrues. A Personal Holiday that is not used during the calendar year in which it accrues is lost. A Personal Holiday is not carried over from one calendar year to another.
  4. A Personal Holiday that is not used prior to a separation for any reason will not be paid upon separation of employment.

Anniversary Day

  1. Employees receive a paid holiday in commemoration of their tenth (10) anniversary of continuous service, and every year thereafter.
    1. Work performed as an adjunct faculty member, student employee and/or temporary employee will not count towards the ten (10) year service requirement.
    2. Employees hired on or after November 1 are not eligible for an Anniversary Day for the calendar year in which they complete 10 years of service. They will accrue an Anniversary Day in the next calendar year.
  2. The Anniversary Day becomes available in the first complete pay period following their anniversary date, and may be used for any reason and at any time, subject to the approval of the employee's supervisor. Use of the holiday is subject to cancellation based upon departmental workload.
  3. The Anniversary Day must be used in whole increments; partial day usage is not permitted.
  4. An Anniversary Day must be used by the last full pay period of the calendar year in which it accrues. An Anniversary Day that is not used during the calendar year in which it accrues is lost. An Anniversary Day is not carried over from one calendar year to another.
  5. An Anniversary Day that is not used prior to separation for any reason is not paid to the separating employee.
  6. The provisions of this policy are not to be interpreted as entitling or forcing an eligible employee to a specific date as his/her Anniversary Day.