UPB - Bi-Weekly Civil Service/Eligible Non-Exempt Time Reporting for Holidays and Gift Days
An employee's work schedule, employee status, and applicable collective bargaining agreement may affect eligibility and pay treatment.
When reporting holidays and gift days for eligible bi-weekly non-exempt employees, departments should carefully consider the following before reporting or approving time:
- Did the employee work on the holiday or gift day, or did they take the time off?
- Does the holiday or gift day fall on a normally scheduled workday or a scheduled day off?
- Will the employee receive paid time off on an approved alternate date?
- Does the earn code accurately report what occurred?
Select the Appropriate Earn Codes
Holiday (HOL):
Report Holiday (HOL) when an employee does not work on a university observed holiday or designated holiday that falls on a regularly scheduled workday but is eligible for holiday pay. When the employee is scheduled off on the holiday or designated holiday and is eligible for holiday pay, the employee will receive, as necessary operations permit, either:
- a scheduled workday off within two (2) weeks before or after the recognized holiday, or
- additional pay equal to the employee's regular hourly rate times one-fifth (1/5) the number of hours in the full-time weekly work schedule of the employee class. Well in advance of the recognized holiday, the supervisor shall advise each employee of the alternative to be followed.
Holiday (HOL) should not be used to record gift days provided by the university. See Holidays-Gift (HGF) below for more information.
Holiday Worked (HWK):
Use this earn code to report worked time by a non-exempt civil service employee on a university observed holiday or designated holiday. Holiday Worked (HWK) pays at time and one-half the job rate.
Holiday Straight Pay (HSP):
This earn code should be used with the Holiday Worked (HWK) earn code to provide the additional straight-time holiday pay when an eligible employee works on a holiday and when the employee will not take the holiday time on an alternate date.
Alternate Holiday (ALH):
Report paid time off taken on a different date with the Alternate Holiday (ALH) earn code when an eligible employee receives an alternate holiday because the employee worked the holiday and will take the holiday time off later.
Holidays-Gift (HGF):
Use Holidays-Gift (HGF) to report paid non-worked time on university gift days. When an eligible employee works on a gift day and receives approval, they may take the gift day on an approved date before June 30th of the same fiscal year. Report hours worked on the gift day with the regular pay earn code and use Holidays-Gift (HGF) for the approved alternate gift.
Examples:
Holiday/Designated Holiday - Not Worked
Holiday/Designated Holiday on a Standard Workday
Non-essential employees receive paid time off when a university observed holiday falls on a day the employee would typically work as part of their normal work schedule. Holiday (HOL) is used to report the hours on this day.
Holiday/Designated Holiday on a Scheduled Day Off
Some full-time employees work a different schedule other than a standard Monday through Friday schedule. If the employee is not scheduled to work on a calendar holiday and is eligible for holiday pay, the employee will receive, as necessary operations permit, either:
- a scheduled workday off within two (2) weeks before or after the recognized holiday, or
- additional pay equal to the employee’s regular hourly rate times one-fifth (1/5) the number of hours in the full-time weekly work schedule of the employee class.
Holiday (HOL)
Jackson’s work schedule is typically Tuesday through Saturday. MLK Day falls on Monday, one of his usual days off. Jackson will not take paid holiday time in another week. Instead, report Holiday (HOL) on Jackson’s timesheet for MLK Day.*
*Some collective bargaining agreements may include holiday pay provisions that deviate from Policy. For example, the Fraternal Order of Police Labor Council (Police Corporals and Sergeants) contract for UIS states that a Corporal or Sergeant either shall receive ten (10) hours of straight time pay or receive ten (10) hours of compensatory time off at the straight-time rate when a university observed holiday falls on their regularly scheduled day off. If the employee belongs to a labor union, please review the collective bargaining agreement before reporting holiday pay.
Alternate Holiday (ALH)
Janet also usually works Tuesday through Saturday. She does not work on MLK Day. Instead, Janet elects to take paid holiday time the following week per Policy Rule 9.03. Code the holiday time in the following week as Alternate Holiday (ALH).
Holiday or Designated Holiday - Worked
When a non-exempt employee works a university recognized holiday, they will be paid time and one-half for the worked hours and will receive one of the following:
- an alternate holiday for a later date, or
- 7.5 or 8.0 hours of straight-time pay in addition to the time and one-half.
Holiday Worked (HWK) and Alternate Holiday (ALH)
Martin Luther King Jr. Day is a federal holiday which the University of Illinois System observes as a paid holiday.
Jamie typically works eight (8) hours a day, 5 days a week. As an essential employee, Jamie works that Monday and will take an alternate holiday at a later date. He will be paid time and one-half times the job regular rate for the worked hours on MLK Day. On the day he takes the alternate holiday, he will be paid straight time for the non-worked hours.
His time worked for MLK day will be recorded as 8 hours using the earn code Holiday Worked (HWK) at the time and one half times the job regular rate.
His non-worked time on the day he takes as an alternate holiday will be recorded as straight pay for 8 hours with the Alternate Holiday (ALH) earn code.
Holiday Worked (HWK) and Holiday Straight Pay (HSP) for 7.5-Hour Workdays
Mike is considered an essential employee and must work on MLK Day. Mike usually works five (5) days a week consisting of 7.5-hour days. He will not receive an alternate holiday for later use.
Record his time worked for MLK Day as 7.5 hours using the Holiday Worked (HWK) earn code. Additionally, 7.5 hours will be recorded for Holiday Straight Pay (HSP) on MLK Day. Per Civil Service Policy & Rules, base the number of hours for Holiday Straight Pay (HSP) on 1/5 of Mike’s standard 37.5-hour workweek, which is 7.5 hours.
Holiday Worked (HWK) and Holiday Straight Pay (HSP) for 8.0-Hour Workdays
Cameron is also required to work on MLK Day since he is an essential employee. He typically works 8-hour shifts, five (5) days a week. He will not receive an alternate holiday for later use.
Record his time for MLK Day as 8.0 hours of Holiday Worked (HWK) and 8.0 hours of Holiday Straight Pay (HSP). The 8.0 hours of Holiday Straight Pay (HSP) reflect 1/5 of Cameron’s standard 40-hour workweek.
Holiday Worked (HWK) and Holiday Straight Pay (HSP) Flex Schedules
During a typical week, Cathy works four days consisting of 10-hour shifts. She is also an essential employee and must work her 10-hour shift on MLK Day. She will not receive an alternate holiday for later use.
Record her time worked for MLK Day as 10 hours using the Holiday Worked (HWK) earn code. She will also report 8.0 hours of Holiday Straight Pay (HSP) to compensate for the holiday time off she does not receive. Per policy, base the number of hours for Holiday Straight Pay (HSP) on 1/5 of Cathy’s standard 40-hour workweek, not the typical 10-hour workday.
Holiday Gift Days - Not Worked
The university provides additional paid gift days to be used by benefit eligible employees during the December holiday break. The use of benefit time is not required. These designated gift days appear on the holiday schedule for each campus.
The Holidays-Gift (HGF) earn code is used to record the non-worked gift day.
Sandra is not an essential employee and will have the gift day off. She typically works 7.5-hour days for a 37.5-hour workweek. Her time off will be reported as 7.5 hours with the earn code Holidays-Gift (HGF).
Grant is scheduled to work 8.0-hour days for a 40-hour workweek. He also gets the gift day off, and the time will be recorded as 8.0 hours with the Holidays-Gift (HGF) earn code.
Holiday Gift Days - Worked
When essential employees are required to work on a gift day, they will earn straight pay and may take the gift day on another date prior to June 30th with supervisor approval. The worked gift day will be coded using the regular earn code, and they will use the Holidays-Gift (HGF) code for the day off in the pay period and day that was approved as the alternate gift day.