Holiday Informal Time Off - Documenting Time During Campus Holiday Closure

DATE:            December 6, 2012

TO:               Campus Community
FROM:           Ellen Cardoso, Director
                    Human Resources and Equal Opportunity

SUBJECT:       Holiday Informal Time Off - Documenting Time During Campus Holiday Closure

The Governor has authorized informal time off with pay for general state employees. Human Resources and Equal Opportunity (HREO) is sending the following information as clarification on Governor’s holiday informal time off; campus holiday closures; and documenting time during the holiday closures.
 
Holiday Informal Time Off (Governor’s time)

Our campus was notified that the Governor has authorized a half workday as informal time off with pay for general state employees. In keeping with this tradition, Chancellor Reed has authorized the Presidents of the CSU campuses to provide for this informal time off for our employees subject to the following provisions:

Full-time exempt and non-exempt employees may be allowed a half-day informal time off with pay on Dec. 21, 2012, the last campus working day before the Christmas holiday, if they are scheduled to work. Less than full-time employees may be provided informal time off on a pro-rata basis. Hourly employees other than instructional student assistants, student assistants, Work Study student assistants, notetakers, and readers who are scheduled to work may be permitted informal time off based on the following table:

HOURS SCHEDULED IN
DECEMBER PAY PERIOD                                                 HOURS OFF
            1 – 43                                                                    1
          44 – 87                                                                    2
          88 or more                                                                4

Dec. 21, 2012, is the last work day before Winter Break and the campus is officially open on that day. The 4 hours holiday informal time off may be combined with the non-exempt employee’s available leave credits for a full day’s absence.

Managers should schedule informal time off in such a way as to minimize disruption to campus operations. Employees who are required to work on Dec. 21, 2012, or who would be scheduled to work but are on approved vacation, sick leave, or CTO may be granted the equivalent informal time off prior to Jun. 30, 2013.  This time is not considered CTO and is not compensable in cash. Please note that this informal time off cannot be used on a day the campus is closed (i.e., Dec. 24, 2012, and Dec. 31, 2012).

Reminder – Campus Holiday Closures

Winter Break 2012-13 will be Monday, Dec. 24, 2012, through Tuesday, Jan. 1, 2013.  The University will reopen on Wednesday, Jan. 2, 2013.  All campus units, with the exception of essential facility and public safety services, will be closed. There will be no heating or air conditioning for the buildings on the main site and offices in leased space will also be closed.

Date                                   Holiday
Monday, Dec. 24          Campus Closed
Tuesday, Dec. 25         Christmas Day Observed
Wednesday, Dec. 26     Holiday: move Columbus Day
Thursday, Dec. 27        Holiday: move Lincoln's Birthday
Friday, Dec. 28            Holiday: move Admissions Day
Monday, Dec. 31          Campus Closed
Tuesday, Jan. 1, 2013   Holiday: New Year’s Day Observed

Since the Personal Holiday credit must be used each calendar year or be forfeited, those employees who have not yet used their 2012 Personal Holiday are encouraged to use it before December 31, 2012. 

Payment for Campus Closure Day and Working Additional Hours in Advance of the Holiday

Information regarding payment for the Dec. 24 and 31, 2012, campus closure days and options for working additional hours in advance of the holiday were provided in a separate Campus Holiday Closure communication on Nov. 30, 2012. 

Documenting Time During the Holiday Closure

In response to questions about documenting time during the holiday break, Payroll Services and HREO are providing the following instructions:

Holiday Informal Time Off (Governor’s Time)

All employees should report Governor’s Time in PeopleSoft Time and Labor using code “GOV.”

Holidays

Dec. 25, 26, 27, 28, 2012, and Jan. 1, 2013, are holidays for all employees.  Holidays do not need to be reported in Time and Labor.

Campus Closure Days 

Dec. 24 and 31, 2012, are campus closure days. Employees record their time for those days as follows:
  • Employees select PH (Personal Holiday) from the drop down menu in PeopleSoft Time and Labor if they are using a Personal Holiday on a day of campus closure.
  • Employees select VAC (Vacation) in PeopleSoft Time and Labor if they are using vacation.
  • Employees select CTO (Compensatory Time Off) in PeopleSoft Time and Labor if they are using comp time.
  • If an employee will be working on Dec. 24 and/or 31, 2012, they must inform their manager and Marvin Castillo in HREO no later than Dec. 14, 2012; the employee would not enter any time into PeopleSoft Time and Labor. 
Leave Without Pay

Non-exempt employees who choose to be docked on the campus closure day(s) would enter “LWOP” in Time and Labor for those days.  Non-exempt employees who choose to be docked must notify their manager and Payroll Services by De. 14, 2012.

Please note:  To ensure that they are paid correctly for the month of December 2012, it is important that employees enter their time for Dec. 2012 by Dec. 21, 2012, and that they indicate what type of leave or LWOP they are using on Dec. 24 and 31, 2012.

Best wishes for a wonderful Winter Break!