Holiday Pay and Holiday Pay Premium Time Entry Reminder for 2019-20

Here is a review of procedures regarding time entry during the 2019 November and December breaks, as well as for Martin Luther King Day in January, 2020.  Hourly (non-exempt) employees must use specific pay codes to record time during the designated breaks. Exempt (salaried) employees do not have use special codes since the appropriate number of days for each of the breaks will default in as Holiday Pay.

The 2019-20 holiday schedule is:

  • Thanksgiving Break: 5:01 p.m. Wednesday, November 27, through 11:59 p.m. Saturday, November 30 (regular operations resume Sunday, December 1.)
  • December Break: 5:01 p.m. Friday, December 20 through 11:59 p.m. Wednesday, January 1 (regular operations resume Thursday, January 2, 2020)
  • Martin Luther King Day: 5:01 p.m. Sunday, January 19 through 11:59 p.m. Monday, January 20 (regular operations resume Tuesday, January 21, 2020)

Hourly Employees:  There are two pay codes – Holiday Pay and Holiday Premium Pay – that are used only during the designated holiday periods:

Holiday Pay (HOL): a benefit that is provided by Middlebury College to keep benefit-eligible employees’ pay whole without having to use CTO during designated holiday periods. 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.  For the Thanksgiving break, up to two days may be entered, for the December break, up to eight days, and for Martin Luther King Day, one day.  Employees who work variable or flexible schedules should coordinate entry of HOL with their supervisor to determine the appropriate number of HOL hours.

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

Who Worked on a Holiday Who Did Not Work on a 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 needed.
Hourly non-benefit-eligible staff in positions designated as ineligible for HPP Enter Regular for hours actually worked.* No action needed.
Salaried, exempt staff No action needed. No action needed.  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.