1. I am an hourly-paid, non-benefit eligible employee. Am I eligible for winter break paid leave, or will I be paid if I work during winter break reduced operations?
Non-benefit eligible employees (including student employees) are not eligible for winter break paid leave. Non-benefit eligible employees will only be paid for hours worked and are not eligible for equivalent paid time off later.
Please note that employees should only work during the winter break when asked or with prior approval.
2. Is Winter Break Paid Leave the same as Holiday Pay?
No. Holiday pay is designated for employees who work on an official University holiday, as identified in HR-401.
3. I have planned time off during winter break. Can I use my PTO or approved qualifying paid leave and save winter break paid leave to use later?
No. Employees eligible for winter break pay must use the winter break leave code to account for that time off. Winter break paid leave is only available for use later if approved to work during winter break.
4. I work in a department that will be closed; however, I would like to review emails and catch up on work during the winter break week. May I record my hours worked and use the corresponding winter break leave time later?
No. Only employees who are approved to work during the winter break are eligible to use winter break leave at a later date.
5. How is winter break paid leave handled for employees who work nonstandard work schedules?
Employees are eligible for winter break paid leave based on their FTE and regular work schedule. For employees who regularly work a nonstandard work schedule, winter break paid leave should be used to make them whole for their regularly scheduled hours that fall during the winter break period.
Example: An employee is regularly scheduled to work 80 hours over a two-week pay period, but the hours are not evenly split over that two-week period, such as four 10-hour days.
Timekeepers must enter the appropriate winter break adjustment codes to confirm the paid leave reported and the remaining balance is appropriate, ensuring the employee uses Winter Break Paid Leave “not to exceed the number of hours of their regular work schedule” per HR-415 Winter Break Leave.
For questions or clarification, please contact your campus HR office.
6. How should winter break paid leave be recorded when I am called in to work, pursuant to HR-212 Call-In policy?
The hours of winter break paid leave claimed for a day when an employee is called in to work should be reduced by the number of hours actually worked that day without regard to call-pay minimum or call-pay premium.
7. Does HR-212 on-call pay reduce the hours of Winter Break claimed?
No. On-call pay (Standby pay) does not reflect hours actually worked. Therefore, the hours claimed as winter break paid leave remain the same.
8. How does winter break paid leave and bereavement paid leave (HR-412) work when applied in the same period?
To ensure appropriate tracking and record keeping, bereavement leave should be recorded in lieu of winter break leave. Timekeepers will need to process an adjustment to the Winter Break Paid Leave balance to reduce the available winter break hours accordingly. Employees cannot claim bereavement leave and winter break leave for the same hours.
9. I have winter break hours to use prior to the applicable deadline pursuant to HR-415. Do these hours need to be pre-approved?
Yes. Per HR-107 Attendance, planned absences should be requested and approved in advance.
10. I have winter break hours available to use; however, I have accepted a transfer to work in another department. Am I able to use those hours in my new position?
It depends. The department that required you to work should work with you to schedule time off prior to your transfer, to the extent possible.
If you transfer to a position which is not eligible for Winter Break Leave, any balance remaining will be forfeited.
If you transfer to a position which is eligible for Winter Break Paid Leave, any balance remaining will be transferred with you and must be used prior to the applicable deadline pursuant to HR-415, or the hours will be forfeited.
11. If I separate from the University for any reason and have unused winter break hours, will those hours be paid out?
No. Any hours would be forfeited if not used before you separate from the University.
12. Are employees on a leave of absence eligible for winter break paid leave?
Employees on a paid leave of absence are eligible to receive winter break pay, notwithstanding other eligibility requirements pursuant to HR-415.
13. What if I am required to work during the winter break period but have an unscheduled absence during that time?
Employees designated to work during the winter break period and have an unscheduled absence should use available applicable leave, other than WBL/WBM, to cover that time off. They will not be allowed to carry forward any hours of winter break leave for the hours they did not actually work.
Timekeepers must process an adjustment to the leave balance to reduce the available hours accordingly.
14. If I am out on FMLA, does the winter break period count against my weeks of eligible FMLA leave?
No. Per FMLA regulations, a week of closure does not reduce an employee’s FMLA leave entitlement.
15. How does winter break leave and separations work when applied in the same period?
Pursuant to HR-118, employees are entitled to pay for all salaries and wages earned to the last actual day of work. Winter Break Leave is not considered hours worked; therefore, an employee’s last day may not fall during winter break.
Additionally, notice is required per HR-118 to remain in good standing; however, if the notice period includes the winter break period, then a shorter notice may be accepted.
16. How does the winter break impact the retirement date for employees who have submitted a Notice of Intent (NOI) to retire?
Winter Break Leave is not available for retiring employees who have completed their last day worked prior to Winter Break Leave.
For questions about how Winter Break Leave may affect retirement dates, please contact the èappSystem Office of Human Resources at retirement@umsystem.edu or 573-882-2146. You may also contact your campus Benefit/Retirement Specialist (HR Generalist).
Please keep in mind, the èappSystem Office of Human Resources will be closed during winter break reduced operations. Please plan accordingly.
Date Created: 11/30/2018
Updated: 11/30/2018; 10/01/2019; posted 12/23/2023 with an effective date 01/01/2024
Reviewed 2023-12-22