HR Operations

Holidays

Updated March 31, 2020 to reflect COVID-19 related changes.

Holiday credit time off which had to be used or paid by 6/30/20 may now be used or paid by 9/30/20.

All nontemporary contract covered, classified non-union, and professional staff employees receive 11 paid holidays: 10 scheduled holidays and one personal holiday.

If your position’s service period is less than 12 months, you are paid only for those holidays that fall during the period in which you are employed.

Scheduled holidays include:

  • New Year’s Day
  • Martin Luther King Jr. Day
  • Presidents Day
  • Memorial Day
  • Independence Day
  • Labor Day
  • Veterans’ Day
  • Thanksgiving Day
  • Native American Heritage Day (the day after Thanksgiving)
  • Christmas Day

Visit the UW holiday calendar for specific dates.

Weekend holidays

If a holiday falls on a Saturday, it is observed on the preceding Friday. If a holiday falls on Sunday, it is observed the following Monday. This provision, however, does not apply to medical centers employees who have work schedules that normally include holidays as part of the 24/7 staffing.

Pay

Full-time employees receive eight hours of regular pay for each holiday.

Part-time employees, working 0.5 FTE or higher, are paid at a prorated amount based on their FTE. For example, a 0.5 FTE employee receives four hours of pay; a 0.75 FTE receives six hours.

Unless a more specific collective bargaining agreement term, Professional Staff Program provision, or civil service rule applies, to be paid for a scheduled holiday, you must be in pay status as follows:

If you are: Then you must be in pay status:
Classified non-union the entire work shift on the last scheduled work shift preceding the holiday
Contract covered staff at least four hours on the last scheduled work shift preceding the holiday
Professional staff at least four hours on the last scheduled work shift preceding the holiday

“In pay status” means you either worked that day or were on paid time off.

Holiday credit time off

You receive holiday credit when a holiday falls on your regularly scheduled day off. Full-time employees receive eight hours credit. Part-time employees receive a prorated amount based on their FTE.

Alternate work schedules

An alternate work schedule is any work schedule that varies from the typical schedule of five consecutive days, eight hours per day, Monday through Friday. Holiday credit works a little differently for alternate work schedules, as detailed below.

Work hours are greater than holiday hours

If a holiday falls on a day you would normally work and your regularly scheduled work hours are greater than your holiday hour entitlement (eight hours for full-time employees), you will “owe” the University the difference between the holiday hours and your scheduled hours. You may use vacation, compensatory time, discretionary leave, or holiday credit to make up this difference.

For example, if your regular schedule is Monday through Thursday, ten hours a day, you do not work Memorial Day (a Monday holiday). Then eight hours will be holiday pay and the remaining two hours must be covered by another type of allowable paid time off.

Work hours are less than holiday hours

If a holiday falls on a day you would normally work and your regularly scheduled work hours are less than your holiday hour entitlement, the University “owes” you the difference between the holiday hours and your scheduled hours. The difference is paid as holiday credit.

For example, you are a full-time employee and the holiday falls on a day when you are regularly scheduled to work six hours. You would receive six holiday hours and two hours of holiday credit.

Use of holiday credit

You may use your holiday credit as soon as it is accrued.

Holiday credit use deadlines

All accrued holiday credit must be used according to the following deadline schedule. Classified staff will have unused holiday credit paid out if not used by the deadlines.

Employment program Deadline
Classified non-union and Contract covered staff June 30 (annually)
Professional staff Must use holiday credit and discretionary time off (in that order) prior to using vacation
Job changes

If you transfer to another department within the University or if you leave University employment, you must use or be paid for your unused holiday credit. You can’t transfer your credit to your new department.

Requesting use of holiday credit

To use your holiday credit:

  1. Verify your holiday credit balance in Workday (or Kronos if you are a medical centers employee).
  2. Verify that your desired dates occur before your holiday credit deadline.
  3. Follow your department’s usual time off request procedure.
Requesting a deadline extension

Speak with your supervisor if you need a deadline extension. Your supervisor must submit an extension request to Human Resources on your behalf. The extension request needs to include the business reason for the extension and the proposed plan of use for the holiday credit. Human Resources reviews and approves extensions.

Supervisor responsibilities

Approving use of holiday credit

To review an employee’s request to use holiday credit:

  1. Verify the employee’s holiday credit balance. Your department’s time off tracking system can provide this information.
  1. Verify that the requested dates meet the deadline for using holiday credit.
Requesting a deadline extension

To respond to an employee’s request for a holiday credit extension:

  1. Review the holiday credit deadlines, being mindful of the employee’s employment program.
  1. Review the employee’s time off record. If the employee used vacation when they had a holiday credit balance, you must substitute holiday credit for the vacation before an extension can be approved.
  1. Submit a written request for an extension to Human Resources. The request needs to include the reason for the extension and the proposed plan of use for the holiday credit.
  1. Retain a copy of HR’s response in the employee’s department file to support entries into your department’s time off tracking system.

Additional resources

APS 45.3 Holiday Policy for Classified Non-Union, Contract-Classified, and Professional Staff