Holiday Processing for Staff in BW1 and BWP Paygroups

Assumptions

  1. Examples in document are for full-time 100% biweekly employees (You need to prorate for employees working less than full-time).
  2. If you have holiday policy issues, please refer to the UHRS policy manual.

Premium holidays for pay purposes

New Year’s Day (January 1st), Martin Luther King Day (third Monday in January), Memorial Day (last Monday in May), Independence Day (July 4th), Labor Day (first Monday in September), Thanksgiving Day (third Thursday in November), Christmas Day (December 25th).

Non-Premium holidays for pay purposes

Campus Holiday (available March 1), Friday After Thanksgiving (third Friday in November)

If employees are away from work on the “official IU observed holiday” and it is a regular scheduled work day, they should record the hours in Kuali Time using the HOL earn code.

NOTE: You cannot use previously accrued holiday hours to cover the current holiday.

Biweekly Staff Employees (BW1)

Scheduled Work Day

If an employee works 8 hours* on the holiday and it is their regular scheduled work day, they should receive the following compensation:

  • Premium Holiday: 20 hours (double time and one half)
  • Non-Premium Holiday: 16 hours (double time)

The following options are available for compensation:

Premium Holiday

Hours worked should be included in regular (RGN) hours and one of the following.

  • Option 1: Accrue 12.00 hours of holiday to be used later: HAC 12.00 hours

Or

  • Option 2: Pay 12.00 hours of HBP (holiday bonus pay)

Or

  • Option 3: Accrue 8.00 hours of holiday to be used later: HAC 8.00 hours AND Pay 4.00 hours of HBP (holiday bonus pay)

Non-Premium Holiday

Hours worked should be included in regular (RGN) hours and one of the following.

  • Option 1: Accrue 8.00 hours of holiday to be used later: HAC 8.00 hours

Or

  • Option 2: Pay 8.00 hours of HBP (holiday bonus pay)

*If hours worked are less than 8, the calculation is prorated.  If an employee works more than 8 hours, the holiday premium is limited to 8 hours. See examples below.

Example 1: Employee’s regular schedule is M-F, 8-5.  Premium holiday occurs on Monday and employee must come to work for 4 hours and used HOL for the other 4 hours. Record one of the following options for Monday:

  • RGN 4.00 hrs, HOL 4.00 hrs, HAC 6.00 hrs
  • RGN 4.00 hrs, HOL 4.00 hrs, HBP 6.00 hrs
  • RGN 4.00 hrs, HOL 4.00 hrs, HAC 4.00 hrs, HBP 2.00 hrs

**The extra compensation for hours worked on this premium holiday = 4 hrs x 1.5 = 6 hrs

Example 2: Same schedule as above except holiday is non-premium.  Record one of the following options for Monday:

  • RGN 4.00 hrs, HOL 4.00 hrs, HAC 4.00 hrs
  • RGN 4.00 hrs, HOL 4.00 hrs, HBP 4.00 hrs

**The extra compensation for hours worked on this non-premium holiday = 4 hrs x 1 = 4 hrs

Example 3: Employee’s regular schedule is M-T, 7-6 (10 hrs days).  Premium holiday occurs on Monday and employee must come to work for 10 hours.  Record one of the following options for Monday:
RGN 10.00 hrs, HAC 12.00 hrs
RGN 10.00 hrs, HBP 12.00 hrs
RGN 10.00 hrs, HAC 8.00 hrs, HBP 4.00 hrs
 
**The extra compensation for hours worked on any premium holiday is limited to 12.00 hours regardless of the number of hours worked.  8 hrs x 1.5 = 12 hrs

Scheduled Day Off

If an employee works any hours on a holiday (premium or non/premium) which occurs on their regular scheduled day off and they are in pay status their full 40 hours of regularly scheduled time that week, they receive the following compensation:

40 hours regular pay, 8 hours holiday accrued (HAC), and OVT for any hours worked on the holiday.

Special Note: Holiday rules apply to the US holiday for employees working alternate schedules instead of the IU observed holiday.

Biweekly Professional Staff Employees (BWP)

Professional Staff: When work on a holiday, they receive equivalent time off.

Professional Staff employees who are eligible for overtime (PAO and PAU) receive time off at a later point equal to the actual time worked on the holiday, up to 8 hours. If the employee works a partial holiday, the portion not worked is considered time off and is charged to Holiday hours.

  • Hours worked should be included in regular (RBP) hours.

AND

  • Accrue 8.00 hours of holiday to be used later: HAC 8.00 hours

The calculation is: Hours worked X 1 = HAC