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HR: Reminders for Recording Holiday and Vacation Time - 12/16/08

Human Resource Services frequently fields questions from Business Office staff and supervisors about the policies and practices concerning holiday and vacation hours for their employees.

Generally, paid holidays are available for all regular full- and part-time staff, and paid vacation is provided for all regular full- and part-time fiscal year employees. Accrued vacation may be taken at any time during the year, provided the vacation request has been preapproved by the employee’s immediate supervisor.

As a reminder during these final weeks of 2008, HR has provided the following detailed reviews for how to administer and monitor employees’ time worked and time off. The information is divided into two sections: Holiday and Vacation; and each of those sections is subcategorized by employee status.


HOLIDAY TIME

Exempt Administrative/Professional and Management/Professional Staff

Exempt A/P and M/P employee groups receive 10 days of paid holiday compensation  proportionate to their capacity utilization level (CUL). They are paid a salary, which is the same amount each month, unless a pay action is prompted making it necessary to change the salary. The salaries paid to the A/P and M/P employee groups offset the need to record holiday hours in the CATS system. However, if a holiday falls on a day that an exempt employee is not scheduled to work, the employee should approach the supervisor about scheduling another workday off during the same workweek. 

Nonexempt Operations/Technical Staff
Nonexempt O/T employees receive 10 days of paid holiday compensation proportionate to their capacity utilization level (CUL).

Nonexempt Clerical and Service Staff
Nonexempt C/S employee groups receive 11 days of paid holiday compensation proportionate to their CUL.

Examples of Proportionate Days for OT and CS Staff
     -- 100% CUL = 8-hour days
     --  80% CUL = 6.4-hour days
     --  75% CUL = 6-hour days
     --  60% CUL = 4.8-hour days
     --  50% CUL = 4-hour days
     --  X% CUL = (40*CUL)/5 = X-hour days

Full- and part-time nonexempt employees, who work flexible or compressed schedules, should approach their immediate supervisor about their work schedule for workweeks in which a holiday occurs. Employees must record their hours as follows:

If a nonexempt employee is scheduled to work MORE hours than the CUL equivalent listed in the table above, the extra hours either must be covered with additional paid leave, or the employee must work the additional hours during the same workweek  for the pay to remain whole. For example, at 50 percent, the employee will receive four hours of holiday pay. If the employee is scheduled to work eight hours, the extra four hours must be covered with other paid leave -- such as vacation, personal holiday, etc. -- or the employee could take the time without pay. With the supervisor’s approval, the employee could work the extra hours during the same workweek.

If a nonexempt employee is scheduled to work FEWER hours than the CUL equivalent listed in the table above, or if a holiday falls on a day the employee is not scheduled to work, the employee should ask the supervisor about scheduling another workday off during the same workweek.


VACATION TIME
Exempt Administrative/Professional and Management/Professional Staff
Exempt A/P and M/P employee groups are eligible to use vacation hours in half-day increments. For example, an employee scheduled to work eight hours on the day the vacation is being requested will record either eight or four hours of vacation for that day. An employee on a flexible or compressed work schedule, who is scheduled to work six hours on the day the vacation is being requested, will record either six or three hours for that day.

Nonexempt Operations/Technical Staff
Nonexempt O/T employee groups are eligible to use and record vacation to the nearest one-tenth of an hour.

Nonexempt Clerical and Service Staff
Nonexempt C/S employee groups are eligible to use and record vacation to the nearest one-tenth of an hour increment.

 
REFERENCES FOR RECORDING BOTH HOLIDAY AND VACATION TIME
A helpful guide for a Biweekly Timecard Breakdown (In Tenths) can be accessed by clicking the “Policies/Procedures” gold tab on the Payroll Department Web site.

Information about flexible work schedules can be found online in the Faculty & Staff Online Handbook.

More information about recording hours for vacation and holidays is available from Business Offices and any of these HR teams:
    -- Human Resource Services – Compensation, 494-0097
    -- Housing and Food Services Human Resources Team, 494-9418
    -- Physical Facilities Human Resources Team, 494-1421
    -- Calumet Campus Human Resources Department, (219) 989-2254
    -- North Central Campus Human Resources Department, (219) 785-5300


Contact: