Table of contents: alphabetical Table of contents: department

 

Human Resource Management - Holiday Pay


Policy

Subject Area: Compensation
Policy Title: Holiday Pay
Policy / Procedure No: HRM043
Responsible Office: HR/Payroll Service Center
Related Policy / Procedure: HRM012 Overtime Payments, Compensatory Time Off

PURPOSE: To define the University's policy for working on a holiday.

DEFINITIONS: Administrative and professional employees (those paid semi-monthly) are exempt from the overtime requirements as defined by the Fair Labor Standards Act and are classified as exempt employees. Non-exempt employees are those individuals whose job duties are classified as not exempt from (or eligible for) overtime payments under the Fair Labor Standards Act.

SCOPE: All full-time administrative, and professional employees (exempt employees) and employees in the following categories: Office Support, Technical, Service, Skilled Trades and Crafts, and certain Public Safety employees (non-exempt employees).

POLICY:

1. Administrative, and professional employees (those paid semi-monthly) working on an observed holiday should receive compensatory time for the hours worked on that observed holiday on a one-to-one basis, as arranged with their department manager. For example, if an exempt employee works five hours on an observed holiday, he/she should receive five hours of compensatory time. This compensatory time must be used within 30 days of the holiday worked and does not accumulate.

2. For non-exempt weekly or hourly paid staff scheduled to work 35 hours per week, time worked on an observed holiday should be paid at 1.16 times the regular hourly rate for hours worked over 35 up to and including 40, and at 1.5 times the regular hourly rate for all hours worked exceeding 40. For example, if a non-exempt employee works seven hours on an observed holiday, he/she should receive 1.16 times his/her regular hourly rate for the first five hours and 1.5 times his/her regular rate for the next two hours. This is in addition to the seven hours of holiday pay at 1.0 times the regular hourly rate that he/she would receive for that day.

3. For non-exempt weekly or hourly paid staff scheduled to work 40 hours per week, any time worked on an observed holiday should be paid at 1.5 times the regular hourly rate for all hours worked exceeding 40. For example, if a non-exempt employee works four hours on an observed holiday, he/she should receive 1.5 times his/her regular rate for those four hours. This is in addition to the eight hours of holiday pay at 1.0 times the regular hourly rate that he/she would receive for that day.

4. Compensatory time may be given to a non-exempt employee for working on the holiday at the employee's request. This time must be granted on a one-to-one basis for any holiday hours worked. The compensatory time must be taken during the same workweek as the holiday.

5. The additional pay for working on an observed holiday is not eligible for retirement plan contributions.

6. In any week in which a legal holiday occurs on an employee's regularly scheduled workday or an employee is authorized to be off for illness charged to accumulated sick leave, such holiday or time off shall be considered as time worked in computing overtime payment.

7. The department head must give prior approval for any work or overtime hours worked on an observed holiday and must keep records of all variations from the regular scheduled workweek with respect to hours worked and wages paid (see Time Reporting).

8. The Time Exception Report for non-regular hours, properly authorized by the department head, must be submitted to Payroll Operations no later than 4:30 p.m. on the Monday following the completed workweek for extra holiday hours of employees in the Office/Support and Technical groups.

9. Overtime payments for employees in the Crafts and Trades and Service categories are processed directly on the weekly payroll warrant the individual department heads submit to Payroll Operations.