Effective this Winter Break 12/21/2019-01/01/2020 The University of Louisville has implemented a policy regarding hours worked by bi-weekly employees during holiday hours when the University would normally be closed.
Q: What is a floating holiday?
A: A floating holiday is the new option for any regular, bi-weekly employee (who is not grant funded) that is required to work during this winter break (12/21/2019 – 1/1/2020). With this option, they will receive their straight pay for hours worked and a floating holiday to use up to 30 days prior or 90 days after the holiday they work. Grant funded employees will receive a floating holiday for all holidays they work in addition to their applicable rate of pay as outlined in PER 4.03.
Q: When must the floating holiday be used?
A: These floating holiday hours must be used 30 days prior or 90 days after a scheduled holiday worked. This applies for both grant funded and non-grant funded employees
I.e. If you were required to work 12/26/2019, you can utilize the equivalent of your standard day no later than March, in place of vacation hours because you will be getting paid for the holiday time worked.
Q: I am a timekeeper, are there special instructions for processing an employees' floating holiday?
A: Yes, once an employee chooses to utilize the floating holiday and marks it accordingly on their timesheet(s) it will not load into peoplesoft as a floated holiday. Therefore, for proper and accurate processing the department timekeeper must create a small timesheet, on the worked holiday and on the subsequent day chosen as a floated off day. The small timesheets will need to be submitted directly to the payroll department.
Q: Where can I learn more?
A: Please find the University Policy for the floating holiday on Human Resources site: Holiday Policy 4.03
Q: Who is eligible for the floating holiday?
A: New this year, Non-exempt employees who receive any portion of their salary from external grants and are required to work on designated holidays will be paid at a rate of one-and-a-half times their regular straight time rate for the hours worked plus receive floating holiday time for hours worked during winter break to use up to 30 days prior or 90 days after winter break, as applicable and pre-approved by their immediate supervisor.
Non-exempt employees who receive any portion of their salary from external grants and are required to work on days authorized as other holidays will be paid at a straight time rate for the hours worked plus will receive floating holiday time for hours worked to use up to 30 days prior or 90 days after the holiday worked, as applicable and pre-approved by their immediate supervisor.
Q: Our department will remain open during the Winter Break, can the department choose which option the employee(s) take?
A: If an eligible, non-exempt employee (who is not grant funded) is required to work during the winter break, they should be given the option to choose if they wish to receive straight pay for hours worked and use a floating holiday or receive 2x their pay with no floating holiday.
Grant funded employees must take a floating holiday for all holidays worked in addition to their applicable rate of pay as outlined in PER 4.03, effective December 21, 2019.
Q: I will be working on the holiday and would like to choose to float the holiday hours, how many hours of holiday will I get if I only work a partial day or more than my standard hours?
A: Individuals who are required to work on a holiday will get paid straight time for all hours worked up to 40 hours in a workweek and time and a half for hours exceeding 40 hours in a workweek during the holiday break. If you choose to float the holiday (available only during winter break for non-grant funded positions) and work less than your standard hours in a workday you will only float a portion of the day you worked, however if you work more than your standard hours you can only float up to the value of your normal work day hours.
- If you normally work 8 hours a day and you work 10 hours on a holiday, you will get paid for the 10 hours you worked. Since your normal workday is 8 hours you will also be eligible to float the standard 8 hours of holiday. (This is consistent with how the premium is applied. Premiums do not exceed the number of hours in a normal workday.)
- Subsequently if you work less than your standard scheduled hours on the holiday you are only eligible to float the hours equal to the hours worked. If you work 5 of your 8 hours you can only float 5 hours of holiday.
Q: How do I reflect a floated holiday on my timesheet?
A: You indicate that you will float a holiday to be used another time by clicking the button "Float this Holiday"
Upon selecting to float the holiday, the timesheet shading will change from purple to soft red and the HOL EXCH code (holiday exchanged) will reflect in the Notes section under the day/date.
For floated holidays on the Summary Tab the designated holidays will reflect has HO7 and other holidays will reflect as HOX.
Q: I have or will float my holiday, how do I reflect the floated holiday on my timesheet?
A: Select "Use Floating Holiday Leave" from the leave type menu. "Use Floating Holiday Leave" reflects on the timesheets and on the Totals tab as HLV in the Leave Hours Recorded section.
Leave type menu:
Totals tab view: