Given the possibility of an inclement weather-related campus shutdown this week, Eric Barger from the Office of the Controller would like to remind University employees of the payroll policy that applies to such days. Hourly employees must record holiday time for any closure days for which they are usually scheduled and record regular time for time during which they work. When the two overlap, you are paid for both the holiday and the time worked – effectively double-time. Note that if you pick up an extra shift and work on a holiday or shutdown day for which you not regularly scheduled, you should record both regular and holiday (you’ve been added to the schedule that day, so it becomes a “scheduled shift”). The details are below. Another way to think about this is that the “shutdown” days are now treated just the same as holidays have been treated all along. We will no longer use the “floating holiday bank” system for shutdown days.
Those who have accumulated Floating Holiday Bank Hours need to use them by the regular deadline of November 15.
Payroll Policies for Holidays and Shutdown Days
- Employees should record holiday pay for all regularly scheduled hours and hours actually worked (whether regularly scheduled or not) during holidays and shutdown days (defined below)
- Employees should record regular time for any hours actually worked.
Note: This creates double-time pay for hours worked (regular + holiday pay) during a closure day.
University holidays & shutdown days are as follows:
- Good Friday (Begins at 4 p.m. on Holy Thursday)
- Easter Sunday (a regular day off for most employees)
- Memorial Day
- Independence Day
- Labor Day
- Thanksgiving Day and the Friday following Thanksgiving Day
- Christmas Eve through New Year’s Day
- Any other day or partial day that the University designates as a shutdown day due to inclement weather or similar circumstances.
Note: Except for Good Friday, which starts at 4 p.m. on Holy Thursday and runs through midnight at the end of Good Friday, holidays and shutdown days run from midnight to midnight on the calendar day, consistent with the University’s payroll calendar. University Administration will determine the start and stop time for any partial day closures.
Exceptions and Clarifications
Employees should not work during holidays or shutdown days except at the direction of their managers. Employees who work on these days without such direction forfeit their holiday pay for hours worked, but will still receive regular pay for those hours (i.e. no double-time).
The University may designate an alternate day for the Independence Day holiday when July 4 falls on a weekend. If this happens, employees who actually work on July 4 record holiday pay in addition to regular time for hours actually worked. The alternate day is also a holiday in this case.
Employees who have pre-scheduled vacation or sick time before the University declares a non-regular shutdown day (due to inclement weather or other similar reason) use sick or vacation pay for the pre-scheduled sick or vacation time and not record any holiday pay.
An employee expected to work on a shutdown day, but who cannot work due to illness should record sick pay rather than holiday pay for the hours missed due to illness.
Student employees, non-benefited employees, and adjunct faculty do not receive holiday pay.
For more information contact Barger at firstname.lastname@example.org.