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Employee Benefits
Benefits for Active Employees
Holidays 
University Support Staff Employees 
(updated 11/11/2011)


Benefits-Eligible University Support Staff Employees

University support staff employees appointed to benefits-eligible positions may be eligible for holiday credit if they are in pay status the day before and the day after the holiday. An employee is "in pay status" if he or she is paid for time worked or for paid leave (i.e. sick or vacation leave).

Each full-time university support staff employee who is eligible for holiday credit will receive holiday credit equal to the number of hours regularly scheduled to work for each holiday and shall also receive the same number of holidays in a calendar year as employees whose regular work schedule is Monday through Friday. University support staff employees who work less than full-time on a regular schedule shall receive, for each holiday that falls on a day included in the employee's regular work schedule, holiday credit equal to whatever pay the employee would receive for that day if it were not a holiday.

University support staff employees who work on a legal holiday at the request of their supervisor shall receive holiday compensation in addition to holiday credit.

Temporary University Support Staff Employees-Appointed

Temporary non-exempt employees are not eligible to receive holiday credit for time not worked on a holiday.

Temporary university support staff employees will receive holiday pay at the rate of 1.5 times the regular rate of pay for those hours worked on a holiday.

Whether to pay an employee on the officially observed holiday or on the legal holiday.

Following are examples of how to determine whether to pay an employee on the officially observed holiday or on the legal holiday. In reviewing Article 9 of the Personnel Statues and Regulations regarding Legal Holidays preceded or followed by Officially Observed Holidays, four situations were considered and summarized for eligible, university support staff, full-time, nonexempt employees:

  • The employee works on the Legal Holiday (example: July 4, 1999), but not on the Officially Observed Holiday (example: July 5, 1999) = employee should receive holiday credit and holiday compensation on the Legal Holiday
  • The employee works on the Officially Observed Holiday (example: July 5, 1999), but not on the Legal Holiday (example: July 4, 1999) = employee should receive holiday credit and holiday compensation on the Legal Holiday
  • The employee works on both the Officially Observed Holiday (example: July 5, 1999) and the Legal Holiday (example: July 4, 1999) = employee should receive holiday credit and holiday compensation on the day in which the most hours are worked, but not on the other day (hours recorded as usual for non-holiday)
  • The employee worked neither the Officially Observed Holiday (example: July 5, 1999) nor the Legal Holiday (example: July 4, 1999) = employee should receive holiday credit for the Officially Observed Holiday

Reporting Holiday Credit

Holiday credit is reported with the earnings codes HDC, HCC or HCN.  Exempt employee do not complete a timesheet to report only holiday credit.

Holiday Credit (Pay)

Earnings Code: HDC
Multipler: 1.0 times regular rate of pay
Description: Used to request pay for the holiday credit
Used By: University Support Staff Non-Exempt

Unclassified Non-Exempt
Count Towards FLSA? Yes
Counts Towards Leave Accural? Yes

Holiday Credit (Compensatory Time)

Earnings Code: HCC
Multipler: 1.0 hours comp time for every 1 hour of holiday credit
Description: Used to request comp time for the holiday credit
Used By: University Support Staff Non-Exempt
Count Towards FLSA? No
Counts Towards Leave Accural? No

Holiday Credit Reporting Example

Howward Holiday does not work on the July 4, 1997 holiday.  He used the HDC code to report the holiday credit.  Click here to see the timesheet for this example.

 

Reporting Holiday Compensation

Working on a Holiday
Holiday compensation for working on a holiday is reported with the earnings codes HCP or HDP.  (The holiday compensation earnings code for work is used in addition to the holiday credit earnings code.)

University support staff exempt employees must complete a timesheet to report hours worked on a holiday.

Holiday Compensation (Pay) - Working on a Holiday

Earnings Code: HDP
Multipler: 1.50 times regular rate of pay
Description: Used to request pay for working on the holiday 
Used By: University Support Staff Non-Exempt

Unclassified Non-Exempt
Count Towards FLSA? Yes
Counts Towards Leave Accural? Yes

Holiday Compensation (Comp Time) - Working on a Holiday

Earnings Code: HCP
Multipler: 1.5 hours comp time for each 1.0 hours worked on the holiday
Description: Used to request comp time for work on the holiday 
Used By: University Support Staff Non-Exempt

University Support Staff Exempt

Unclassified Non-Exempt
Count Towards FLSA? Yes
Counts Towards Leave Accural? Yes

Holiday Compensation Time Reporting Example
Howard Holiday works 9 hours on Memorial Day and requests comp time.  He receives 8 hours HDC (Holiday Credit), 9 hours HCP (Holiday Compensation - Comp Time).  His supervisor requests that he only work 7 hours on Friday to keep him at 40 hours worked.  Click here to see the timesheet for this example.

 

Holiday/Overtime Compensation

When an employee works on a holiday and the hours worked on the holiday are eligible for overtime compensation, the earnings codes HDV or HCV are used.  (The holiday overtime compensation earnings codes are used in addition to the holiday credit earnings code and the holiday compensation earnings codes.)

Holiday Overtime Compensation (Pay)
Working on a Holiday and the Holiday Hours Worked are Eligible for Overtime

Earnings Code: HDV
Multipler: 0.5 times regular rate of pay
Description: Used to compensate for overtime hours worked on a holiday
Used By: University Support Staff Non-Exempt

Unclassified Non-Exempt
Count Towards FLSA? No
Counts Towards Leave Accural? No

Holiday Overtime Compensation (Comp Time)
Working on a Holiday and the Holiday Hours Worked are Eligible for Overtime

Earnings Code: HCV
Multipler: 0.5 hours comp time for each 1.0 hours worked over 40
Description: Used to compensate (with comp time) for overtime hours on the holiday
Used By: University Support Staff Non-Exempt

Unclassified Non-Exempt
Count Towards FLSA? No
Counts Towards Leave Accural? No

Holiday Overtime Compensation Reporting Example
Howard Holiday works 9 hours on the July 4 holiday.  He requests pay for the hours worked.  The hours worked on the holiday are eligible for overtime (hours worked greater than 40).  He will receive 8 hours HDC (Holiday Credit), 9 hours HDP (Holiday Pay), 1 hour HDV (Holiday Overtime Compensation - Pay) and 1 hour OTP (Overtime - Pay).  Click here to see the timesheet for this example.

Holiday Compensation Time Used

Earnings Code: HCT/HCE
Multipler: 1.0 times regular rate of pay
Description: Used to report the use of holiday comp time
Used By: University Support Staff Non-Exempt

University Support Staff Exempt

Unclassified Non-Exempt

Unclassified Exempt
Count Towards FLSA? No
Counts Towards Leave Accural? Yes

 

Overtime Compensation Eligibility Within A Workweek Of An Official Holiday

A University Support Staff Non-Exempt Employee or an Unclassified Non-Exempt Employee may be eligible for overtime compensation when an official state holiday occurs within a regular scheduled work week.  Our examples are based on a Monday through Friday, 8:00 a.m. to 4:30 p.m. schedule.

If a university support staff non-exempt employee or an unclassified non-exempt employee is required to work more hours than their regular work schedule, and the employee does not work on the Holiday, the Holiday Credit may count toward the determination of overtime compensation.  The hours worked with the addition of the 8 hours holiday credit must meet the threshold of 40 hours to be eligible for compensatory time or overtime pay. Hours paid but not worked, such as sick or vacation leave or compensatory time used will not count toward overtime. As with a regular work schedule, Supervisors must approve overtime hours before they are worked. See the Policies and Procedures for Overtime Compensation.

The holiday credit will be reported using the HDC or HCC code (see Reporting Holiday Credit above). Overtime Compensatory Time will be reported with the CME code and Overtime Pay will be reported with the OTP code. Be sure to reduce the appropriate hours of REG as appropriate. Special codes are no longer required for the holiday to count toward the overtime reporting.

 

Approved Overtime During A Holiday Week Reporting Example

  • #1 – Week 1: Howard Holiday did not work on Monday, May 26th which was the Memorial Day holiday and received the holiday credit HDC. He then had to work 1.25 hours over his regular schedule on Thursday, as approved by his Supervisor.  All 8 hours of Holiday Credit should count towards 40 hours worked.
  • #2-Week 1: Howard Holiday was asked by his Supervisor to work 2.25 hours over his regular schedule on Tuesday, July 2nd. The Independence Holiday was on Thursday, July 4th and so he did not work that day and was reported as HDC. All 8 hours of Holiday Credit should count towards 40 hours worked and he is eligible for OTP.
  • Click here to see the timesheet for this example.

Click here for more information on reporting time worked and leave taken