Holiday Informal Time Off - Documenting Time During Campus Holiday Closure
DATE: Dec. 15, 2017
TO: Campus Community
FROM: Marianne Wall, Director Human Resource Services
SUBJECT: Holiday Informal Time Off - Documenting Time During Campus Holiday Closure
The Governor has authorized a half day of informal time off with pay for general state employees which will be observed on our campus on Friday, Dec. 22, 2017. President Haynes has authorized an additional half day of time off with pay (a half-day administrative leave) on December 22 so the University can close for the entire day. As a result, the campus will be closed from Friday, Dec. 22, 2017, through Monday, Jan. 1, 2018, with the exception of essential personnel.
Human Resources (HR) 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)
Holiday Informal Time Off (Governor’s time) is provided for CSUSM 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. 22, 2017, 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 on Dec. 22, 2017, may be permitted informal time off based on the following table:
HOURS SCHEDULED IN HOURS OFF
DECEMBER PAY PERIOD
1 – 43 1
44 – 87 2
88 or more 4
Employees who are required to work on Dec. 22, 2017, or who would be scheduled to work but are on approved vacation, sick leave, or CTO may be granted the equivalent informal time off granted by the Governor prior to Jun. 30, 2018. This time is not considered CTO and is not compensable in cash. Please note that the Governor’s informal time off cannot be used on a day the campus is closed (i.e., Dec. 29, 2017).
Additional Time granted by President Haynes (President’s Time Off)
Please note that the half day of administrative leave provided by President Haynes may only be used on Dec. 22, 2017. It is not compensable in cash and cannot be used on any other day.
Reminder – Campus Holiday Closures
Winter Break 2017-18 will be Friday, Dec. 22, 2017, through Monday, Jan. 1, 2018. The University will reopen on Tuesday, Jan. 2, 2018. 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.
Friday, Dec. 22 Campus Closed (Governor’s informal time off and President’s administrative time off)
Monday, Dec. 25 Holiday: Christmas Day Observed
Tuesday, Dec. 26 Holiday: move Columbus Day
Wednesday, Dec. 27 Holiday: move Lincoln's Birthday
Thursday, Dec. 28 Holiday: move Admissions Day
Friday, Dec. 29 Campus Closed
Monday, Jan. 1, 2018 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 2017 Personal Holiday are encouraged to use it before Dec. 29, 2017.
Payment for Dec. 29, 2017, Campus Closure Day and Working Additional Hours in Advance of the Holiday
Information regarding payment for the campus closure days and options for working additional hours in advance of the holiday were provided in a separate communication.
Documenting Time During the Holiday Closure
In response to questions about documenting time during the holiday break, Payroll Services and HR are providing the following instructions:
Holiday Informal Time Off (Governor’s Time) – Dec. 22, 2017
There is no code for reporting Governor’s Time Off in PeopleSoft Absence Management. Managers/MPPs should track to ensure that employees who are scheduled to work on Dec. 22, 2017 use their Governor’s time. If a manager requires an employee to work on Dec. 22, 2017, or if an employee is scheduled to work but is on approved vacation, sick leave, or CTO that day, he/she may be granted the equivalent informal time off to use prior to the end of June 2018. Managers should ensure that this informal time is taken prior to Jun. 30, 2018.
President’s Time Off – Dec. 22, 2017
There is no code for reporting the half-day of informal time off (administrative) granted by President Haynes. Employees who are scheduled to work on Dec. 22, 2017, will receive a half-day off with pay. The informal time granted by President Haynes may not be transferred or used on any other day.
Dec. 25, 26, 27, 28, 2017, and Jan. 1, 2018, are holidays for all employees. Holidays do not need to be reported in Absence Management.
Campus Closure Day– Dec. 29, 2017
Dec. 29, 2017 is a campus closure day. Employees record their time for that day as follows:
- Employees select Personal Holiday from the drop down menu in PeopleSoft Absence Management if they are using a Personal Holiday on a day of campus closure.
- Employees select Vacation in PeopleSoft Absence Management if they are using vacation.
- Non-Exempt Employees select CTO Take (Compensatory Time Off) in PeopleSoft Absence Management if they are using comp time.
If an employee will be working on Dec. 29, 2017 they must inform their manager and Melinda Swearingen, Employee Relations Manager, immediately. The employee would not enter any time into PeopleSoft Absence Management for those days.
Leave Without Pay
Non-exempt employees who have chosen to be docked on a campus closure day would enter “LWOP” in Absence Management for that day. Non-exempt employees who chose to be docked were required to notify their managers and Payroll Services by Dec. 13, 2017.
Please note: All employees should enter their time for December 2017 online in PeopleSoft Absence Management on or before Dec. 21, 2017.
Best wishes for a wonderful Winter Break!