Holidays, 6.20 - Ohio State University



01390650Overview of Proposed Revised Policy: HolidaysThe Office of Human Resources is recommending the revision of the Holidays policy. This proposed policy revision is related to the Enterprise Project. The proposed revised policy:Provides a policy statement and includes formatting updates to align with the University Policy Template.Updates the definitions table by adding a “Full Time Equivalency” definition so that the policy language will be consistent with the Staff Employment policy. (Definitions, p. 1)Removes reference to active paid status. An employee must receive paid time during a week that includes a holiday in order to receive holiday benefit pay. (Policy Details, p. 2)Removes language referring to prohibition of scheduling starting dates for nonexempt staff on a holiday premium pay date. (Policy Details, p. 2)Removes language referring to prohibition of a promotion/transfer, termination/retirement and return to work date occurring on a holiday benefit pay date or a holiday premium pay date for nonexempt staff. (Policy Details, p. 2) Revises the language to reflect that employees are not charged “time off” for holidays that occur during a paid time off period. (Policy Details, p. 2)Adds language that those in seasonal positions are eligible for holiday pay, which reflects current interpretation, but ensures consistent application throughout the university. (Policy Details, p. 2)00Overview of Proposed Revised Policy: HolidaysThe Office of Human Resources is recommending the revision of the Holidays policy. This proposed policy revision is related to the Enterprise Project. The proposed revised policy:Provides a policy statement and includes formatting updates to align with the University Policy Template.Updates the definitions table by adding a “Full Time Equivalency” definition so that the policy language will be consistent with the Staff Employment policy. (Definitions, p. 1)Removes reference to active paid status. An employee must receive paid time during a week that includes a holiday in order to receive holiday benefit pay. (Policy Details, p. 2)Removes language referring to prohibition of scheduling starting dates for nonexempt staff on a holiday premium pay date. (Policy Details, p. 2)Removes language referring to prohibition of a promotion/transfer, termination/retirement and return to work date occurring on a holiday benefit pay date or a holiday premium pay date for nonexempt staff. (Policy Details, p. 2) Revises the language to reflect that employees are not charged “time off” for holidays that occur during a paid time off period. (Policy Details, p. 2)Adds language that those in seasonal positions are eligible for holiday pay, which reflects current interpretation, but ensures consistent application throughout the university. (Policy Details, p. 2)0-11430000 Holidays, 6.20University PolicyApplies to:Faculty and staff (Staff employed under collective bargaining agreements are covered by this policy except when specific bargaining agreement provisions differ. When the policy differs from the agreement, the bargaining agreement will control.)Responsible OfficeOffice of Human ResourcesPOLICYIssued:10/01/1973Revised:07/01/2020 (target effective date)The university observes ten holidays per year.Purpose of the PolicyTo provide eligible employees guidance on the university’s holiday benefit and its administration.DefinitionsTermDefinitionFull-time equivalency (FTE)The percentage of full time (40 hours per work week) hours worked during the period covered by a given position (for example, 10% or .10 [FTE] equals four hours of work per work week or 100%, or 1.0 [FTE] equals 40 hours of work per week.)Holiday benefit payPay received for holidays observed by the university, whether or not the holiday is worked. Holiday benefit pay is calculated at the base rate of pay.Holiday premium payPay received for hours actually worked on a holiday premium pay date. Holiday premium pay is available for nonexempt staff only and is calculated at one and one-half times the base rate of pay.Policy DetailsObserved Holidays TableThe following table lists the holidays observed by the university, as well as the corresponding holiday benefit pay dates and holiday premium pay dates.Observed HolidayHoliday Benefit Pay Date1Holiday Premium Pay DateNew Year’s DayJanuary 11January 1Martin Luther King DayThird Monday in JanuaryThird Monday in JanuaryMemorial DayLast Monday in MayLast Monday in MayIndependence DayJuly 41July 4Labor DayFirst Monday in SeptemberFirst Monday in SeptemberVeterans DayNovember 111November 11Thanksgiving DayFourth Thursday in NovemberFourth Thursday in NovemberColumbus DayFriday after ThanksgivingFriday after ThanksgivingPresidents’ DayDecember 241December 24Christmas DayDecember 251December 251 In the event a holiday benefit pay date occurs on a Saturday, the holiday benefit pay will be paid on the preceding Friday.In the event a holiday benefit pay date occurs on a Sunday, the holiday benefit pay will be paid on the following Monday.When December 25 occurs on a Saturday, Presidents Day will be observed on December 23.When December 25 occurs on a Monday, Presidents Day will be observed on December 26.Eligibility for Holiday Benefit PayEmployees must receive paid time during the week that includes a holiday to receive holiday benefit pay.Starting dates for nonexempt staff must not be scheduled on a holiday benefit pay date.Employees are not charged paid time off for a holiday benefit pay date when it occurs during a period of paid time off. Paid Time Off, 6.27 Holiday benefit pay applies to employees in regular positions including those in seasonal positions.Holiday benefit pay applies to employees in temporary and term positions in the same manner as employees in full-time or part-time regular positions.Intermittent employees are ineligible for holiday benefit pay.Holiday Benefit PayAt no time will employees receive more than eight hours of holiday benefit pay, regardless of schedule.Holiday benefit pay for eligible full-time employees is equal to an employee's FTE multiplied by eight hours.Holiday benefit pay for part-time employees will be either the employee's FTE multiplied by eight hours or by the number of hours the employee would normally be scheduled to work on that holiday, whichever is greater.Employees may have adjustments made to their schedules during holiday weeks at the discretion of their department.Holiday Premium PayNonexempt employees who work on a holiday premium pay date will receive holiday premium pay of one and one-half times the base rate of pay multiplied by the number of hours worked. Employees have the option of electing compensatory time.Holiday premium pay will be used to offset any amounts earned as overtime during the week in which the holiday premium pay is earned.Nonexempt part time employees will receive holiday premium pay if they work on a holiday premium pay date.Nonexempt intermittent employees will receive holiday premium pay if they work on a holiday premium pay date.PROCEDUREIssued:10/01/1973 Revised:07/01/2020 (target effective date)The Annual Holiday CalendarThe Office of Human Resources will determine the holiday calendar and consult with units on this policy.ImplementationThe employing unit must ensure the accuracy of timekeeping data to correctly provide staff with holiday benefit pay and/or holiday premium pay.Responsibilities Position or OfficeResponsibilitiesOffice of Human ResourcesDetermine the holiday calendar.Consult with units on this policy.Employing UnitEnter timekeeping data accurately.ResourcesGovernance DocumentsPaid Leave policy, 6.27, hr.osu.edu/wp-content/uploads/policy627.pdfStaff Employment policy, 4.20, hr.osu.edu/wp-content/uploads/policy420.pdfAdditional GuidanceFrequently Asked Questions, hr.osu.edu/public/documents/policy/resources/620faq.pdf Holiday Calendar, busfin.osu.edu/buy-schedule-travel/payroll/paydate-schedule OHR Holiday Calendar 2013-2025, hr.osu.edu/public/documents/policy/resources/620calendar.pdfContactsSubjectOfficeTelephoneE-mail/URLPolicy questionsEmployee and Labor Relations, Office of Human Resources614-292-2800hr-elr@osu.eduhr.osu.edu/services/elr/Payroll questionsOffice of the Controller-Payroll Services614-292-2311payrolloffice@osu.edubusfin.osu.edu/controllerHistoryIssued:10/01/1973Revised:10/01/1980Revised:07/01/1985Revised:09/28/1994Edited:10/31/1997Edited:12/31/1999Revised:06/01/2002Edited:09/06/2002Revised:12/01/2011Edited:12/10/2013Edited:04/15/2014 Revised:07/01/2020 (target effective date) ................
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