Holiday Pay Time Entry Reminder

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The Thanksgiving break is near, so it is time to review the procedures regarding time entry during this break as well as the holiday break that takes place in December.  The schedule for the 2012 Thanksgiving break is 12:01 a.m. Thursday, November 22, through 11:59 p.m. Saturday, November 24.  For the December break, the President has announced that this year the College will close at 5:00 p.m. Friday, December 21, 2012 and reopen Thursday, January 3, 2013. Hourly (non-exempt) employees must use the specific holiday pay codes to record their time during the breaks (12:01 a.m. November 22 – 11:59 p.m. November 24 and 5:01 p.m. December 21 – 11:59 p.m. January 2).  There are two pay codes that can only be used for these periods:

Holiday Pay (HOL) is a benefit that is provided by Middlebury College to keep benefit-eligible employees’ pay whole without having to use CTO during certain periods the College is not open for business. It is not intended to provide extra pay. HOL, which pays at an employee’s regular hourly rate, is to be entered for normally scheduled hours by non-exempt benefit eligible employees on days during the specified holiday break periods whether or not they work.  Employees who work variable or flexible schedules should coordinate entry of HOL with their supervisor to determine the appropriate number of hours.  For the Thanksgiving break, up to two days may be entered. For the December break, up to eight days.  Exempt employees’ HOL pay will be automatically entered.

Holiday Pay Premium (HPP) is a benefit that pays eligible employees extra for working during those periods. HPP, which pays at time-and-a-half the employee’s base hourly rate, is to be used by all eligibleemployees for hours worked during the same specified break periods. A limited number of part time non-benefit eligible employees are not eligible for HPP, such as those who work at the Snow Bowl. The Snow Bowl is open for regular business during the December break. Please speak with your supervisor or Human Resources if you have questions regarding your status or eligibility for HPP.

Standard pay codes (Regular, CTO, etc.) should be used for any time before the break’s start on the first day and after 11:59 p.m. on its last day.

  Worked on holiday Did not work on
holiday
Hourly
benefit-eligible staff
Enter Holiday Pay for
any normally scheduled hours AND Enter Holiday Pay
Premium for hours actually worked.*
Enter Holiday Pay for
any normally scheduled hours.
Hourly non
benefit-eligible staff
Enter Holiday Pay
Premium for hours actually worked.*
No action.
Hourly non
benefit-eligible staff also ineligible for HPP
Enter Regular for hours
actually worked.*
No action.
Salaried, exempt
staff
No action. No action.  Holiday Pay code will default in during
payroll.

* Remember to enter hours on the correct shift.

Please contact Human Resources if you have additional questions regarding time entry of HOL or HPP.

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