UACES Facebook C.E.S.P. 7-20: Holidays

 

Employee Benefits - Leave and Holidays

C.E.S.P. 7-20: Holidays

Date Revised: 10-2-2015
Supersedes: 6-26-2015

Summary: Establishes holidays to be observed by employees of the University of Arkansas Division of Agriculture Cooperative Extension Service.

Extension employees ordinarily receive eleven (11) paid holidays plus one (1) additional holiday if declared by the Governor. The usual schedule includes the holidays listed below. Because the Cooperative Extension Service is closed between Christmas Eve and New Year's Day, you will be charged annual leave for any days during that period not covered by designated holidays.

Observed Holidays

  • New Year's Day
  • Martin Luther King, Jr. Day
  • Memorial Day
  • Independence Day
  • Labor Day
  • Thanksgiving Day
  • Day following Thanksgiving (if the Governor declares)
  • Christmas Eve
  • Christmas Day
  • Presidents' Day/Daisy Gatson Bates Day (included in winter break)
  • Veterans' Day (included in winter break)
  • Employee's Birthday (included in winter break)

Holidays that occur on a Saturday will be observed on the preceding Friday. Holidays that occur on a Sunday will be observed on the following Monday. 

The Cooperative Extension Service is not open for business during winter break (the entire week between Christmas Eve and New Year's Day), so internal business is not conducted and clientele services are not provided during that time. Employees are charged annual leave (AL) for any days during winter break not covered by designated holidays or additional holidays declared by the Governor. If an employee does not have sufficient hours of AL, the system will automatically charge those day(s) as LWOP on the January 15th paycheck.  The employee does not have the option of choosing LWOP to cover the AL day(s) scheduled during winter break.

All regular salaried employees are eligible to receive holiday pay if they are in pay status (not on leave without pay) at least fifteen (15) minutes on their last scheduled work day before the holiday or winter break and at least fifteen (15) minutes on the first scheduled work day after the holiday or winter break. An employee on leave of absence without pay (LWOP) is not in pay status and is not eligible to receive holiday pay. The amount of holiday pay is based on the percentage the employee is assigned to work. For example, an employee working at the rate of 50% would be paid for four hours (50% of 8) on each authorized holiday. It is the responsibility of the supervisor to assure the employee’s work week, including hours for any authorized holidays, do not exceed the hours appointed for the work week.  For instance, if an employee is working at the rate of 50% per week (20 hours per week), and one authorized holiday occurs during the week, the employee will receive 4 hours of holiday pay (50% of 8 hours holiday) and should not work more than 16 hours in the work week to make up their 20 hours per week.  When a holiday occurs on an employee’s regularly scheduled day off, it is the responsibility of the supervisor to assure that the employee is given equivalent time off as near as possible to the holiday or winter break period. 

If a classified employee is assigned to work on a regularly scheduled holiday, the employee may be granted a commensurate amount of time off on another date that is convenient for the employee and the department. If the workload in the department makes it difficult to arrange an alternate day for the employee to observe the holiday, the supervisor may send a written request to Payroll to record the holiday time worked as earned compensatory time.

When a holiday occurs while an employee is on annual or sick leave, that day will be charged as a holiday and will not be charged against the employee’s annual or sick leave accruals.

Although other holidays are observed in some counties, county employees are not permitted to take the additional holidays. On such days, faculty must schedule field work if it is impossible to work in the office. On such days, classified employees will be paid as usual, if the county office building is closed.

Temporary employees (extra help) are eligible for prorated holiday pay if they work at least an average of twenty (20) hours per week for the four (4) weeks immediately prior to the holiday, and if they are in pay status at least fifteen (15) minutes on their last scheduled work day before the holiday or winter break and at least fifteen (15) minutes on the first scheduled work day after the holiday or winter break. The supervisor will average hours worked by the temporary employee for the four (4) weeks immediately prior to the date of the holiday and will provide written direction to Payroll to pro-rate holiday pay accordingly. The supervisor will also provide written direction to Payroll if the temporary employee did not work on the last scheduled work day before or after the holiday or if they are ineligible for holiday pay for any other reason. Holiday hours do not count against the State 1500 hour fiscal year maximum for temporary employees. Temporary employees are paid from department/grant budgets, so supervisors are advised to utilize temporary employees wisely.

A person terminating employment before the winter break may send an email to Payroll requesting payment for the Employee’s Birthday; however, there is no payout at termination for Presidents Day/Daisy Gatson Bates Day or Veteran’s Day. Termination effective date cannot fall during winter break or on a weekend or holiday.