During the 2019 Winter Closing, all employees (non-exempt/exempt) were required to use 24 hours (3 days) of eligible leave for Tuesday, December 31, 2019, Thursday, January 2, 2020, and Friday, January 3, 2020. This is required in order to receive holiday pay for December 23, 2019-January 1, 2020. It’s based on the DHRM Policy: 4.25 – Holidays.  

Based on the Winter Closing (December 23, 2019-January 3, 2020):

• If an employee (non-exempt/exempt) does not use leave or work on December 31, 2019 and January 2, 2020, the employee will be docked from December 25, 2019-January 3, 2020.  

• If an employee (non-exempt/exempt) does not use leave or work on January 3, 2020 only, the employee will be docked for January 3, 2020 only.   

• If an employee (non-exempt/exempt) does not use leave or work on January 2, 2020 and January 3, 2020; the employee will be docked from January 1, 2020-January 3, 2020.  

No leave used/no hours worked:

• If an employee does not submit leave or work the required 24 hours, then the timekeeper will adjust the holiday pay by zeroing out holiday-university closed for December 25, 2019-January 3, 2020.   

• If an employee does not work or use leave for January 2, 2020 and January 3, 2020, the timekeeper will adjust the holiday pay by zeroing out holiday-university closed for January 1, 2020-January 3, 2020.   

• If an employee (non-exempt/exempt) does not use leave/ work on January 3, 2020 only the Timekeeper will adjust the holiday pay by zeroing out holiday-university closed for January 3, 2020.   

Hours worked/holiday leave accrued:

• The employee does not receive holiday leave accrued for working on December 31, 2019, January 2, 2020, and January 3, 2020.  If they are non-exempt, the timekeeper will confirm the employee has entered hours worked in RealTime for the required days.  If the employee is exempt, confirm with employee or supervisor that hours were worked and nothing will be entered in RealTime for those days. If the employee has worked some of the required days and used leave for some of the required days, confirm all hours worked and leave used in RealTime.

• If the employee was designated or approved to work on the days that were designated as holidays (December 23-30, 2019 and January 1, 2020), then the employee will receive holiday leave accrued. The timekeeper will confirm non-exempt employees have entered hours worked and will zero out holiday-university closed and add a segment for holiday leave accrued for hours worked (maximum of 8 hours). If the employee is exempt, once confirmed hours were worked, the timekeeper will then zero out holiday-university closed and add a segment for holiday leave accrued for each day worked.

Part-time employees (reduced FTE):

All part-time employees (reduced FTE) will receive holiday pay based on the FTE/reduced hours worked. The timekeeper will confirm that holiday pay was provided based on the percentage of the hours worked and that the required leave was entered based on hours per day. If docked, they are docked at a rate based on their FTE.

Example: If an employee has an FTE of .80 (80%), this means the employee works 6.40 hours each day. Holiday pay will be given as 6.40 for each day designated as a holiday. The employee is required to work or use 6.40 hours of leave for December 31, 2019, January 2, 2020, and January 3, 2020.  

Leave with/without pay:

All employees on leave with pay must use leave for December 31, 2019, January 2, 2020, and January 3, 2020.  All employees on leave without pay will be docked for the winter closing (December 23, 2019-January 3, 2020).

FMLA/short-term disability:

All employees on FMLA during the winter closing (December 23, 2019-January 3, 2020) will not accrue FMLA to count against FMLA entitlement for the January 10, 2019-January 9, 2020 leave year. All short-term disability claims will be handled by the leave administration.  

*All employees docked will not receive holiday pay for the days docked and based on the employee type, may not accrue leave for the pay period in which they were docked.

If you have additional questions, contact leave administration at 804-828-1712 or email leave@vcu.edu.

Resources:

U.S. Fair Labor Standards Act

FLSA exemption tests

Leave types guidelines

Leave types quick reference

 (find overtime forms on the  page)

Shift Differential

Timekeeping and payroll processing deadlines (2017)

Timekeeping and payroll processing deadlines (2018)

Timekeeping and payroll processing deadlines (2019)

Manual timesheet (non-exempt classified)

Premium pay procedures (compensation)