What You Need to Know
In June of this year, the Board of County Commissioners approved changes to the Holiday Policy that included an adjustment to pay holiday time as it is earned for eligible employees. This change was made to eliminate the forfeiture of banked holiday for employees who may be approved or scheduled to work on observed holidays.
What is changing? Starting on November 4, 2023, as each observed holiday occurs, holiday hours will be imported on to each eligible employee’s timecard as part of the payroll process. Employees will no longer enter observed holiday hours in the holiday field on the timecard. Regardless of whether an employee is off on the observed holiday or works on the observed holiday, the holiday hours will automatically be placed on each eligible employee’s timecard to be paid.
Holiday hours are paid as straight time. Overtime pay at time and one half is only paid if an employee physically works over 40 hours in the work week.
What happens to any banked holiday hours at the end of the holiday leave year in October? Employees are encouraged to use any remaining balance of holiday hours prior to the end of the leave year in October. Banked holiday hours should be used before accrued vacation hours. Supervisors should actively work with employees to utilize these hours in a timely manner. Any unused holiday hours will be paid to eligible employees at the end of the holiday leave year. This payment will occur on the November 9 pay date.
What if I am a non-exempt employee and work on the holiday? Non-exempt employees who are scheduled or approved to work on an observed holiday will place the number of hours worked on their timecard in the Regular Pay field. The holiday hours will populate during the payroll process.
If a non-exempt employee does not work on an observed holiday, the Regular Pay and Holiday fields should be blank on the timecard. The holiday hours will populate during the payroll process.
What if I am an exempt employee and work on the holiday? Exempt employees do not earn additional compensation for working on a holiday; however, exempt employees who are requested and/or approved to work on an observed holiday may work with their supervisor regarding time off at another time (UCPR, Article III, Section 11).
I am a supervisor and have employees working on an observed holiday, do I need to do anything? If the supervisor has authorized or scheduled direct reports to work on an observed holiday, the supervisor must submit the Holiday Worked Submission Form detailing employees who worked the holiday. This form must be submitted by the end of the pay period that includes the time worked. Departments who work 24/7 shifts do not need to submit this form.
Will holiday hours be banked for use later? Holiday hours will no longer be banked for use later if an employee works on a holiday. Employees will be paid for the holiday as it occurs. However, for eligible employees, the floating holiday will be available to use during the holiday leave year.
Has the Floating Holiday changed? The floating holiday is added at the beginning of each holiday leave year in November for all eligible employees. This year, the floating holiday will be added during the pay period beginning on November 4 and will be available for use through October 2024. The floating holiday hours should be requested through ESS for exempt and non-exempt employees. These hours will populate in a new field on the timecard for the floating holiday only. The floating holiday will be forfeited if unused by the end of the holiday leave year each October.
For complete Holiday Policy details, please see the Union County Personnel Resolution, Article VI, Section 1.
If you have additional questions, email Human Resources.
