Publications, Forms and Information Resources

Holiday Pay

When you are figuring out how to pay holiday pay to any staff employee, you must first read Personnel Policies for Staff 40 or the contract that covers the employee. If the contract states that the number of hours of holiday pay must be calculated based on the number of hours on pay status, please refer to the following table. Some contracts require that the holiday hours be subtracted from the number of hours on pay status before figuring the hours of holiday pay due. Others do not subtract the holiday hours. Please read the appropriate contract carefully. Some contracts give specific instructions on holiday pay for less-than-full-time employees.

These examples may not be appropriate for all employees. Read the policy or contract first.

January has 184 paid hours. Part-time employee X works 102 hours this month. Subtract the total number of holiday hours (in this case 16 hours for New Year's and Martin Luther King, Jr. holidays) from 184, to equal 168 hours. Go to the 168-hr. month column. Read the number of holiday pay hours at the far right, which shows part-time employee X earns 5 hours of holiday pay for each holiday. Since there are 2 holidays in January, part-time employee X earns 5 X 2, or 10 hours, of holiday pay in this month. Consequently, the total pay for January is 112 hours, 102 hours worked + 10 hours of holiday pay.

Exempt Employees

Personnel Policies for Staff Members 31.A. states, in part:

The workweek for full-time exempt employees is normally considered to be 40 hours, and for part-time employees the proportion of 40 hours equivalent to the appointment percentage; however, greater emphasis is placed on meeting the responsibilities assigned to the position than on working a specified number of hours. If an exempt employee regularly works a schedule that is more than 8 hours per day, he does not earn more nor less than 8 hours for a holiday that occurs on a work day or on a normal day off. While it is possible to change the schedule to accommodate a holiday, it is also expected that one’s schedule will be adjusted by the employee to meet the responsibilities assigned to the position.

Exempt employees should be given holiday pay according to their percentage of time. An exempt employee with an 80% appointment should make sure she works enough time to make up the one or two hours that would not be due to be paid on a holiday. A 50% exempt employee would receive 4 hours for the holiday. If the day of the holiday is one on which the employee would work eight hours, then they would either have to use four hours of vacation leave for the full day, or they would have to work sixteen hours during that week.

An employee who is on a 60% appointment should make sure that during the month in which the holiday falls, they have worked enough hours to make up 60% of the time including the hours they are due for the holiday.

What happens when an employee is required to work a holiday?

With the exception of certain holidays listed in each contract, an employee required to work on a holiday shall be paid at the employee's regular rate of pay for the hours actually worked. In addition, at the option of the University, an eligible employee shall receive either compensatory time off or holiday pay at the regular straight time rate, including any shift differential. To determine exactly how specific holidays are to be paid, please review Personnel Policies for Staff Members or the correct contract.

What happens when an employee's day off falls on the University's designated holiday?

You should refer to the correct contract or policy to determine how to compensate an employee whose day off falls on a designated holiday.

If you have questions about holiday pay after you have reviewed the correct policy or contract, please contact your Employee Relations Consultant.