532 - Winter Recess Policy
Subject: Winter Recess Policy
Section: U532
Date: November, 2022
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PURPOSE:
The University closes all non-essential functions and pays benefits-eligible staff employees for workdays between Christmas and New Years’ Day. Employees who support essential functions related directly to the health, safety, and welfare of the University, as well as certain critical research functions, may be required to work during Winter Recess; therefore, these employees receive additional paid time off for time worked during the Winter Recess to be used between January 2 and June 30 of the following year.
WHO IS GOVERNED BY THIS POLICY:
This policy applies to all benefits eligible staff.
POLICY STATEMENT:
- Benefits-eligible employees are paid for each day of the Winter Recess (i.e., all workdays between Christmas and New Years’ Day). These paid days off will be automatically processed through Workday and determined by the employee’s regularly scheduled daily hours.
- Employees who support essential functions related directly to the health, safety, and welfare of the University, as well as certain critical research functions, may be required to work during Winter Recess. Employees who are required to work during the Winter Recess holiday will receive paid time off for time worked. Employees cannot work during Winter Recess unless required by their supervisor.
- Exempt employees will receive one day of paid time off for each day worked.
- Non-exempt employees will receive paid time off equal to the number of hours worked during the Winter Recess, up to a maximum of their daily and weekly scheduled hours. Non-exempt employees will receive regular pay for hours worked. These days will not be treated as holidays. Only hours worked will count toward overtime.
- Upon approval by the authorized time approver, Workday will allocate the time worked to the Winter Recess Time Off balance. Employees may use this time between January 2 and June 30 of the year following their accrual with supervisory approval. An employee’s Winter Recess Time Off balance expires July 1 of each year. Upon termination of employment, employees will be paid for any accrued, unused time in their Winter Recess Time Off bank that has not expired.
- Employees scheduled to work during Winter Recess, but who have been approved to use accrued sick time, bereavement leave or jury duty time, will accrue paid time off for those hours.
- Employees cannot use personal holiday or vacation time during Winter Recess.
- Winter Recess days cannot be used before they are accrued.
- Winter Recess cannot be used to delay the effective date of a resignation, and a unit should not agree to a resignation date during Winter Recess or to a resignation date of January 2 for any staff member eligible for Winter Recess who does not work during that time.
Employees represented by a bargaining unit may be governed by the appropriate collective bargaining agreement.
RELATED INFORMATION:
Policy U510 University Holidays
KEY CONTACTS:
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Center of Expertise – Employee & Labor Relations |
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