Memos

Determining Eligibility for Holiday Pay

Tuesday, November 4 2014

 

The information provided below addresses the general policy and collective bargaining agreement issues that pertain to holiday pay eligibility.  Additional information and specific guidance is available in PPSM 2.210 Absence from Work, Article III, Section H for policy-covered non-represented staff or in the applicable collective bargaining agreement for represented staff. 

Determining Eligibility for Holiday Pay:

Unlike vacation and sick leave, holiday pay is earned in FULL hours. Holiday Pay eligibility is determined by the following:

  • Policy-covered non-represented exempt employees are eligible for holiday pay if they are on pay status during the week in which the holiday occurs.  A part-time exempt employee will receive holiday pay for the number of hours in proportion to the percentage of their appointment.  For example, a part-time exempt employee with a fixed appointment percentage is straightforward – a 50% appointment equals 4 holiday hours, 75% equals 6 hours, etc.

 

  • Full-time non-exempt employees must be on pay status on their last scheduled workday before the holiday and on their first scheduled workday following the holiday. 

 

  • Part-time non-exempt employees must be on pay status 50% time or more of the month/quadriweekly cycle – EXCLUDING holiday hours -- to be eligible for holiday pay. An eligible part-time non-exempt employee shall receive holiday pay in proportion to the percentage of time they are on pay status.

Examples in calculating the 50% threshold for holiday pay eligibility:

Exempt Monthly Paid Employees

December 2014 has 184 working hours.
24 of those hours are holiday hours (12/25, 12/26, and 12/31).
184 - 24 = 160 hours.
50% of 160 hours is 80 hours.

Non-Exempt BW Paid Employees

Each quadriweekly cycle has 160 working hours.
The quadriweekly cycle from December 21 through January 17 contains the holidays of 12/25, 12/26, 12/31 and 01/01/2015.
160 – 32 = 128
50% of 128 hours is 64 hours.

The definition of the quadriweekly cycle that determines eligibility for holiday pay varies by employee group .  For CX, EX, SX, K8, and non-represented staff, a quadriweekly cycle is defined as the biweekly pay period in which the holiday falls plus the biweekly pay period that immediately precedes it.  For HX, NX, RX, PA, and TX staff, a quadriweekly cycle is defined as the two pay periods immediately preceding the biweekly pay period in which the holiday occurs.

General Curtailment Closure Information:

Some campus departments may be closed during the period of December 24, 2014 through January 2, 2015. The paid holidays during this period are December 25, 26, 31 and January 1.  Departments that close additional days during this period (i.e., December 24, 29, 30, and/or January 2) will have obtained prior approval for curtailment closures from the Executive Vice Chancellor or their respective Vice Chancellor. 

  • For departments with approved curtailment closure dates, the Curtailment Leave/Period provisions, apply. During an approved curtailment closure:

 

  • Employees have the option to use vacation, compensatory time (if available) or leave-without-pay. 
  • Newly hired employees may utilize vacation accruals prior to six continuous months on pay status.
  • An employee electing to take leave-without-pay during the curtailment closure may continue to accrue vacation and sick leave credits.
  • Non-represented staff may use up to four days of vacation leave in advance of actual accrual in situations where employees may have insufficient vacation accruals to use during the curtailment closure. 
  • Represented staff in the CX, RX, TX, HX, and K8 units may use up to four days of vacation leave in advance of actual accrual in situations where employees may have insufficient vacation accruals during the curtailment closure.  For these bargaining units, union agreement has been received for the advance of up to four days of vacation leave[i]. Where union agreement has not been received, employees without sufficient accumulated vacation would be allowed to use up to three days of vacation leave prior to actual accrual.  Please refer to the Labor Relations Management Updates page for updated status information on union agreement to vacation advances.  

Additional information is available in archived documents on the HR web site:
November 2013 Holiday Pay Memo:  http://www.hr.ucsb.edu/memos/2013/holiday-pay,
December 2013 Holiday Pay Update: http://www.hr.ucsb.edu/memos/2013/holiday-pay-update
Holiday Pay FAQs: http://www.hr.ucsb.edu/faqs

Happy Holidays!

Amy Arnold

Human Resources

University of California Santa Barbara 



[i] The Office of the President has approved an exception to the Vacation and Curtailment Leave policy to allow UCSB to grant non-represented staff up to four vacation days in advance of actual accrual for use during curtailment closures.  In addition, during this period, eligible non-represented employees would accrue vacation and sick leave credits for up to four calendar days of unpaid curtailment leave.  Represented employees may only be advanced vacation days according to the terms of the collective bargaining agreement, unless agreement has been granted by the respective union to permit the advance of up to four days of vacation leave during the curtailment period.

 

 

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