Holidays

Issue/Question

What Holidays do USD Employees get off?

What holidays am I paid for as an employee?

How is holiday pay entered onto the timesheet?

Environment

• Holidays
• Employee
• SDBOR Policy 4.5.1
• SDBOR Policy 4.5.2

Cause

An hourly employee is entering holiday pay onto their timesheet.

An employee is inquiring about whether they are eligible for holiday pay.

An employee wants to know what holidays USD recognizes.

Resolution

Benefit and leave eligible employees are eligible to receive Holiday Pay hours.  Below are timekeeping considerations and policies regarding Holiday Pay:

General Guidance

• Holiday hours do not count as hours worked for the purpose of computing overtime.
• For payroll and leave purposes, a holiday on which an employee does not work should be no more than 8 hours.
• Eligible part-time employees receive prorated holiday pay.
• An employee who is on leave without pay for the entire week of a holiday will not receive holiday pay.
• Employees who are newly hired and begin work the day after a holiday are not eligible for holiday pay for that prior holiday.
• Employees who are on alternative work schedules should work with their supervisor to determine the appropriate holiday pay and any needed scheduling adjustments.

Hourly Employee Guidance

• Hourly employees must manually enter holiday pay onto their timesheet.
• To calculate holiday pay for part-time hourly employees or full-time employees who have utilized leave without pay recently, departments should determine the average hours worked per day over the past three months.
  • Use PEIETOT in Banner to find the employee's total hours for the past three pay periods.
  • Divide that total by the total number of paid days in the past three pay periods.  This can be found in the bottom corner of the payroll calendar.
  • For example, if an employee worked 400 hours over the past three pay periods, and there were 62 total paid days during that time, the calculation would be: 400 ÷ 62 = 6.45. The employee would then enter 6.45 as the number of holiday hours for that pay period.
  • Please consult with your HR partner to verify the amount is correct, or if you have trouble calculating the amount.
• An hourly employee who is required to work on the date a holiday is observed will receive pay for both the actual hours worked and holiday pay.
  • Full-time hourly employees will receive either eight hours of holiday pay, or the total number of hours worked on that holiday, whichever is greater.
  • Eligible part-time hourly employees will receive either their prorated holiday amount (based on the average hours worked over the previous three months) or the total number of hours worked on that holiday, whichever is greater.
  • For payroll and timekeeping purposes, the hourly employee must record the actual hours worked plus the corresponding holiday pay on the date the holiday is observed.
  • In coordination with their supervisor, an hourly employee may take an equal number of hours off at another date to account for the holiday. The date they take off should not include holiday pay or hours worked.

Salaried Employee Guidance

• Salaried employees’ holiday pay is automatically added to their timesheet and cannot be adjusted.
• For part-time salaried employees, the holiday pay is prorated based on their appointment percentage.
• If a salaried employee is required to work on a holiday, they may work with their supervisor to take a different day off on another date to account for the holiday.
• If a part-time salaried employee’s scheduled working days do not fall on a holiday, they may work with their supervisor to take a different day off at another date to account for the holiday.
  • For example, a salaried employee’s normal schedule is Monday through Thursday, and an upcoming holiday falls on a Friday. The employee and their supervisor agree to observe the holiday on Tuesday instead.
  • Because the employee is salaried, no action is needed to adjust holiday pay or enter leave for either Tuesday or Friday. The holiday hours will be automatically reflected on the timesheet.

Recognized Holidays:

1. New Years Day - January 1
2. Martin Luther King, Jr. Day - Third Monday in January
3. Presidents' Day -Third Monday in February
4. Memorial Day - Last Monday in May
5. Juneteenth Day - June 19
6. Independence Day - July 4
7. Labor Day - First Monday in September
8. Native Americans Day - Second Monday in October
9. Veterans' Day - November 11
10. Thanksgiving Day - Fourth Thursday in November
11. Christmas Day - December 25

Note: If the holiday falls on a Sunday, the Monday following shall be observed as the holiday; if it falls on a Saturday, Friday is a holiday

Note: For guidance on advanced notice/holiday Administrative Leave, please review the Admin Leave Advanced Notice Article