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Summary

The University provides an annual systemwide reduced operations period between the Christmas Day holiday through the day before the New Year’s Day, starting at 12 a.m. (midnight) the day after the observed Christmas holiday and ending at 11:59 p.m. before the observed New Year’s Day holiday.

This policy does not apply to the operations of °ÄÃÅÁùºÏ²Ê¹ÙÍø¿ª½± Health Care or employees in that unit.

If any part of this policy does not reflect the Collected Rules and Regulations (CRR), the provisions of the CRR will govern.

HR Policy Provisions

HR-412 policy provisions below are in accordance with CRR 340.045:

1. Purpose
   
   1. Period of Winter Break Reduced Operations
      The University will operate under a reduced operation plan during the period starting the day after Christmas Day holiday is observed and running through the end of the day before New Year’s Day holiday is observed.
   2. Winter Break Reduced Operation Plan
      
      1. Each Chancellor will determine what operations will continue during the period of reduced operations and create a campus reduced operation plan, subject to approval by the President.
      2. The President will determine what operations will continue during the period of reduced operations for the System office and create a System office reduced operation plan.
2. Eligibility
   
   1. This policy applies to non-benefit eligible employees; all administrative, service and support employees; and certain benefit-eligible non-regular academic employees as approved by the Chancellor and President who are in positions that accrue paid time off (PTO) leave.
   2. Winter Break Leave may be used during the probationary and qualifying periods as defined in HR-109 Probationary and Qualifying Periods, notwithstanding all other eligibility requirements for Winter Break Leave.
   3. Winter Break Leave applies regardless of funding source of salaries.
   4. Employees on an unpaid leave of absence are not eligible for Winter Break Leave. Employees on a paid leave of absence are eligible for Winter Break Leave.
3. Time Off Available and Compensation
   
   1. Non-benefit eligible employees
      
      1. Non-benefit eligible employees (e.g., part-time variable hour and student employees) who do not work during Winter Break Reduced Operations will not receive Winter Break Leave.
      2. Such employees may be requested to work and will be paid under normal pay procedures for hours worked.
   2. Benefit-eligible employees
      
      1. Employees who are held out of work because of Winter Break Reduced Operations will receive paid time off at 100% of the employee's salary when the time off is taken, including applicable shift differential if the employee is normally scheduled to work an eligible shift.

      2. Employees who are required to work during Winter Break Reduced Operations, either pursuant to the reduced operation plan or due to call-in or call-back, will be allowed to use an equivalent amount of their Winter Break Leave hours at a later date.

         a. Employees required to work during winter break are encouraged to use their available winter break leave as soon as possible. Any winter break leave remaining after November 30 will be forfeited.
         b. Any unused Winter Break Leave balance is transferred with an employee from one department or campus to another or forfeited upon transfer if the new unit/position is ineligible for Winter Break Leave.
         c. Payment for unused Winter Break Leave upon separation of employment is not permitted.

4. Procedures
   
   1. Winter Break Leave and hours worked must be recorded in the University’s central payroll system as part of the regular payroll processing cycle.
   2. Any winter break leave remaining after November 30 will be forfeited.

See Also

HR-109 Probationary and Qualifying Periods 
HR-212 Call-in/Call-Back, Standby 
HR-401 Holidays
HR-415 Winter Break Leave Q&A

Date Created: 11/30/2018
Updated: 11/30/2018; posted 12/23/2023 with an effective date 01/01/2024