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Holidays are designated to allow eligible staff paid time off during many of the national holidays. Regular full-time and regular part-time staff are eligible for holiday pay, as specified below.
Description of Holiday Benefit
Holidays are designated each year by the President and will be announced prior to June 30.
Staff that are not required to work on the holiday are paid for the holiday at their normal rate of pay, based on their average daily hours. Average daily hours are defined as the hours an employee is normally scheduled to work on a regular work day.
Nonexempt staff that are required to work on a holiday will have a choice between two payment options:
- Employees who work on the holiday may be paid for the holiday at their regular rate of pay based on their average daily hours of work as well as being paid for hours actually worked on the holiday, or
- with prior supervisory approval, another day may be taken off with pay in lieu of the holiday at a time that is mutually convenient for the employee and department. Time off taken in lieu of the holiday must be used all at once (not incrementally) and it must be recorded on the employee's timesheet when taken. Unless prior arrangements are made through payroll, holiday pay will be included with normal pay.
For nonexempt staff, time worked in excess of 40 hours during the work week must be paid at one-and-one-half times their regular hourly rate and time worked in excess of eight hours on a holiday will be paid at twice the hourly rate, rather than added to additional paid days off.
Eligible exempt staff are paid for the holiday at their normal rate of pay regardless of whether they are required to work.
Holiday work will be rotated within a department, to the extent possible.
Holiday Benefit Eligibility Requirements
- Holiday pay is provided to all regular full-time and regular part-time staff who work a minimum of 20 hours per week (.5 FTE), and is calculated according to the employee's average daily hours.
- In order to receive holiday pay, the holiday must be bracketed by days worked or days of paid leave (e.g. paid vacation, sick leave, maternity leave or short term disability).
Holiday Benefit Limitations and Exclusions
Temporary staff, short hour staff and staff on unpaid leaves of absence are not eligible for holiday pay. Staff on paid leaves of absence will still receive holiday pay; however, the holiday will not extend the length of the employee's paid leave. For example, if a staff member begins a 12 week leave of absence in the first week of December for childbirth, recovery, and care of the newborn they would receive the maximum six weeks of paid maternity leave through the second week of January regardless of the encompassing holidays. The remaining six weeks would be counted as unpaid FMLA leave and either paid through use of accrued vacation or will be unpaid if no accrued vacation time is available.
Since holidays are intended for the benefit of continuing staff, unless otherwise agreed to by the University, holiday pay will not be paid to staff after active employment has ceased, even though salary payments may continue for accrued vacation or insurance benefits.
Eligible library staff will receive a full day holiday for Christmas Eve rather than the ½ day holiday received by other staff. The full day Christmas Eve Holiday is in exchange for the library staff who are required to work the ½ Good Friday Holiday.
Purpose of Christmas Closure Benefit
A period of days between Christmas and New Year's Day may be designated as Christmas Closure, to allow eligible staff additional time off during the holiday season. Regular full-time and regular part-time staff are eligible for pay during the Christmas Closure, as specified below.
The President will determine the days of Christmas Closure, if any, and this will be announced prior to September 30 of each year.
Description of Christmas Closure Benefit
Eligible staff that are not required to work during Christmas Closure are paid for the days at their normal rate of pay, based on their average daily hours.
Exempt staff are paid for Christmas Closure at their normal rate of pay regardless of whether they are required to work.
Nonexempt staff that are required to work during Christmas Closure will have a choice between two payment options:
- Staff who work during Christmas Closure may be paid for the closure at their regular rate of pay based on their average daily hours of work as well as being paid for actual hours of work on days designated as closure, or
- with prior supervisory approval, substitute days (limited to the number of days an employee is expected to work and/or has worked during closure), may be taken off with pay in lieu of closure during the week preceding or following Christmas Closure, or
- the employee may choose to take the days off during another week that is mutually convenient for the employee and department.
Time off taken in lieu of the Closure must be used all at once (not incrementally) and it must be recorded on the employee's timesheet when taken. Unless prior arrangements are made through payroll, Christmas Closure pay will be included with normal pay.
For nonexempt staff, time worked in excess of 40 hours during the work week must be paid at one-and-one-half times their regular hourly rate and time worked in excess of eight hours during a day that is designated as closure will be paid at twice the hourly rate, rather than added to additional paid days off.
Work during Christmas Closure will be rotated within a department, to the extent possible.
Definition of Christmas Closure Terms
Christmas Closure: The normal work days which fall between Christmas and New Year's holidays, part or all of which may be designated as paid time off for eligible staff.
Average Daily Hours: The employee's average weekly hours based on appointed annual FTE.
Christmas Closure Benefit Eligibility Requirements
- Pay during Christmas Closure is provided to all regular full and part-time staff who work a minimum of 20 hours per week (.5 FTE).
- Eligible staff must start work by December 15 in order to eligible for pay during Christmas Closure of the same year.
- Staff must work their regular schedule or be on paid leave (e.g., paid vacation, sick leave, maternity leave or short term disability) before and after the period designated as Christmas Closure in order to receive pay for Christmas Closure.
Minimum Staffing Levels During Christmas Closure
During the Christmas Closure, certain offices will be required to maintain a minimal level of service on the non-national holidays (December 26 - December 31) which fall on week days, in order to provide necessary services to students, parents, and other customers. The department head will determine the appropriate level of staffing and will appoint each staff member to work a certain day or days during this time. Work during Christmas Closure should be equally divided, so that staff are not required to work an inequitable share of the time. The offices which are required to remain open will be determined each year by the President's Office during the fall quarter immediately preceding Christmas Closure.
Christmas Closure Benefit Limitations and Exclusions
Temporary staff, short hour staff, and staff on unpaid leaves of absence are not eligible for pay during Christmas Closure. Staff on paid leaves of absence will still receive pay during Christmas Closure, however, Christmas Closure will not extend the length of the employee's paid leave (e.g.: A staff member begins a 12 week leave during the first week of December for childbirth, recovery and care of the newborn. The paid maternity leave will end 6 weeks later, at the end of the second week of January (normal physician recommended time for recovery from childbirth) regardless of any encompassed Christmas Closure. The remaining six weeks of leave will be FMLA leave, and either paid through use of accrued vacation or will be unpaid if no accrued vacation time is available.).
Regular staff hired after December 15 are not eligible for paid Christmas closure during their first year of employment.
Since Christmas Closure is intended for the benefit of continuing staff, unless otherwise agreed to by the University, Christmas Closure pay will not be paid to staff after active employment has ceased, even though salary payments may continue for accrued vacation and other paid benefits.
The provisions of this policy enable staff to fulfill their civic obligations, without loss of income, for a limited period of time.
Description of Jury Duty Benefit
Regular full-time or regular part-time staff will be allowed time off for jury duty and will be paid their regular wages while on jury duty, for a maximum of 20 working days each calendar year. Pay for jury duty in excess of 20 working days in a calendar year will be handled in accordance with the provisions in the State and Federal Wage and Hour Laws.
Immediately upon receiving a summons for jury duty, the employee must notify their supervisor so that provisions can be made for the employee's responsibilities to be carried on during the absence.
Staff should consider their responsibilities in their departments, especially during periods of particularly heavy workload/responsibility.
Compensation from the court (except for mileage and bus fare) must be turned over to the University through the Payroll Office.
Jury Duty Benefit Limitations and Exclusions
Nonexempt staff other than regular, full-time or regular part-time nonexempt staff will be allowed the time off, but are ineligible for compensation from the University during the period of jury duty, except for hours actually worked.
Nonexempt staff are expected to report for work on any day that jury duty hours reasonably permit.
Exempt staff receive their regular salary, less any amounts received by the employee as jury fees.
Purpose of Witness Duty Benefit
The University acknowledges that staff may on occasion be required to appear in court as a witness. This policy provides for the necessary time off and for protection of the employee's position with the University during such absences.
Description of Witness Duty Benefit
A regular full-time or regular part-time employee required by law to appear in court as a witness may take time off for such a purpose without losing their position, provided that reasonable notification is given, and the department is able to provide for fulfillment of the employee's responsibilities during the absence.
Staff members who take time off for witness duty for personal reasons may use accrued vacation to cover the absence. Payment of time off once accrued vacation is exhausted will be made in cases where necessary to maintain Federal Fair Labor Standards Act exemptions.
Immediately upon receiving a subpoena, the employee must notify the supervisor, so that arrangements can be made for fulfillment of the employee's responsibilities during the absence. If the time off is to be unpaid and will be in excess of five working days, the employee must also complete a Leave of Absence form, available in the Office of Human Resources.
Witness Duty Benefit Limitations and Exclusions
Positions of staff and faculty other than regular full-time or regular part-time positions will not be protected.