Holidays

Table of Contents

Holiday Calculator FY 7/1/2012-6/30/2013

Holiday Calculator FY 7/1/2013-6/30/2014

Holidays

RIT generally observes eleven paid holidays per year: New Years Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, the day after Thanksgiving, Christmas, and four RIT-designated holidays; the RIT-designated holidays dates are determined annually, but are generally used to close RIT between December 25 and January 1 of each year. The Human Resources Department issues the holiday schedule annually.

If a holiday falls on a Saturday, RIT will generally close the preceding Friday. If a holiday falls on Sunday, RIT will generally be closed on the following Monday, with the exception of the Christmas and New Year holidays. Observance of the Christmas and New Year holidays are established annually.

Exempt staff who are scheduled to work 12 months per year, non-exempt staff who are scheduled to work 52 weeks per year, and 12-month faculty will have holiday time will be based on the employee’s standard weekly schedule. Therefore, the number of hours of holiday time per fiscal year is the standard hours per week multiplied by a factor of 2.2 (if RIT designates a special onetime holiday in a fiscal year for a total of 12 holidays, the factor would be 2.4).

Example 1 (full-time): Standard weekly hours = 40
Holiday leave = 40 x 2.2 = 88 hours per fiscal year
Example 2 (extended part-time): Standard weekly hours = 20
Holiday leave = 20 x 2.2 = 44 hours per fiscal year

Staff Employees Scheduled for Less Than 12 Months Per Fiscal Year

Effective August 1, 2012, holiday time will be pro-rated for new hires and for existing employees who change jobs if scheduled for less than 12 months per fiscal year for exempt employees and less than 52 weeks per fiscal year for non-exempt employees. Employees who are scheduled to work less than 12 months per year as of July 31, 2012 will be grandfathered and will not have pro-rated holiday time.

  • For example, a non-exempt employee scheduled to work 35 hours per week, 44 weeks per year will have 65.45 holiday hours each fiscal year.
    • 44 weeks / 52 weeks = .85 pro-ration factor
    • 35 x 2.2 holiday factor = 77 hours x .85 = 65.45 holiday hours
  • For example, an exempt employee eligible who is scheduled to work 40 hours per week,10 months per fiscal year, will have 73.04 holiday hours each fiscal year.
    • 10 months / 12 months = .83 pro-ration factor
    • 40 x 2.2 holiday factor = 88 hours x .83 = 73.04 hours or 9.13 days

Holiday Hours for Non-Exempt Employees

For non-exempt employees, the annual holiday hours will be pre-loaded in Kronos (similar to how sick time is currently handled in Oracle) on July 1 each year based on their standard weekly hours; as employees use their holiday time, the holiday hours balance will decline (similar to sick/personal leave).

If the holidays falls on a scheduled workday, the employee will have the day off and will be paid for the regularly scheduled hours for that day. If the holiday falls on a day that is not a scheduled workday, the employee will not receive holiday pay for that day.

Holiday hours will automatically populate for regular full-time employees; if a regular full-time employee’s regular schedule is not a standard work week (employee does not work the same number of hours each day and/or does not work a regular Monday-Friday workweek), the supervisor must adjust the pre-populated hours. In addition, supervisors must key the appropriate number of hours for regular part-time and regular extended part-time non-exempt staff (holiday hours do not automatically populate).

For employees who do not work the same number of hours each day and/or do not work a regular Monday-Friday workweek, use the holiday calculator to help plan holiday time for the entire fiscal year. This planning is important because, depending on an employee’s schedule, there may be holiday hours remaining after Memorial Day (the last holiday of the fiscal year) or there could be fewer hours than is regularly paid for the Memorial Day holiday. If there are hours remaining after Memorial Day, the employee should use that time in May or June and should be reported as Holiday time.

Any remaining Holiday Hours as of June 30 will not carry over; they will be forfeited. Therefore, it is important for supervisors/managers and employees to keep track of this information.

Holiday Pay During Short-Term Disability, FMLA, Workers Compensation and Other Leaves

Employees on short-term disability, FMLA, workers’ compensation, or any type of leave of absence are not eligible for holiday pay during the leave.

Holiday on an Employee’s Non-Work Day

If an RIT-observed holiday falls on a day that is not a regularly scheduled day for a regular fulltime, extended part-time or part-time employee, the employee will not receive holiday pay for that day.

Working on the Observed Holiday

Non-exempt (hourly) staff employees who are required to work on an RIT-observed holiday that falls on a scheduled workday, receive 1½ times the base hourly rate for the hours actually worked, and also receive straight time holiday pay for the hours they are normally scheduled to work.

For RIT-observed federal holidays (i.e., New Year’s Day, Independence Day, and Christmas Day) that fall on a Saturday or Sunday, the observance day will not coincide with the date of the actual holiday (e.g., if Independence Day falls on a Saturday, the RIT observance generally occurs on Friday, July 3).

  • When this situation occurs for Independence Day when it falls on a Saturday, and the employee works on the actual holiday (July 4), the employee receives the regular hourly rate for hours worked on the actual holiday and straight time holiday pay for the observed holiday.
  • When this situation occurs for Independence Day when it falls on a Sunday, and the employee works on the actual holiday (July 4), the employee receives Sunday Premium pay (1½ times the base hourly rate )for hours worked on the actual holiday and straight time holiday pay for the observed holiday.
  • When this situation occurs for New Year’s Day and Christmas Day, and the employee works on the actual holiday (January 1 and December 25), the employee receives 1½ times the base hourly rate for hours worked on January 1 and December 25. The employee will also receive straight time holiday pay for the observed holiday.

If an employee works on an RIT-observed holiday but it is not a day that the employee is regularly scheduled to work, the employee will receive 1½ times the base hourly rate for the hours actually worked; this time worked does count towards the weekly overtime calculation.

The employee should record in Kronos the actual hours worked. Holiday hours will automatically populate for regular full-time employees; if a regular full-time employee’s regular schedule is not a standard work week (employee does not work the same number of hours each day and/or does not work a regular Monday-Friday workweek), the supervisor must adjust the pre-populated hours. In addition, supervisors must key the appropriate number of hours for regular part-time and regular extended part-time non-exempt staff (holiday hours do not automatically populate).

Exempt (salaried) staff employees who are required to work on an RIT-observed holiday may take another day off during the fiscal year in exchange for the holiday worked.

Holiday/Vacation Policy

If a holiday falls during an employee’s scheduled vacation, the day will be paid as a holiday and not vacation.

Religious Holidays

Days of religious observance or special religious holidays may be granted without pay to employees who request them. The employee should request the time off in advance to the supervisor/manager. Earned vacation days may also be used to cover absences for religious holidays.