Due to the conditions on Thursday January 4, 2018 and the forecast for Friday January 5, the College released non-essential personnel at 5PM on Thursday and suspended certain operations through 11:59PM Friday. Essential personnel were asked to remain on duty or report to duty after the Thursday at 5PM dismissal. We are pleased to announce some special arrangements for pay during the period from 5PM Thursday January 4 through 11:59PM Friday January 5, which is when normal operations resumed. Non-essential employees who were released Thursday will be paid their regular pay for the duration of their scheduled shift and benefits-eligible employees will not be required to use CTO. Nonexempt employees identified as essential personnel who worked past during that time frame will be paid their regular pay plus a premium which is the equivalent to time and a half of their regular hourly rate for each hour they worked between 5PM Thursday and 11:59PM Friday.

Affected nonexempt employees who worked any shifts between 5PM Thursday and 11:59PM Friday should enter their hours on their timesheets as follows:

• Employees in non-essential positions who were sent home at 5PM Thursday and/or missed their shift Friday due to the closure should enter their time for the shift(s) they were scheduled to work as they normally would, as Regular and not CTO; please be sure to enter them on the correct shift.
• Employees in essential positions should also enter their hours as they normally would.  To receive the premium pay, they should ALSO enter Holiday Pay Premium.  Please be sure to enter them on the correct shift.
• Employees who had originally planned to use CTO before the announcement of the suspension of operations should enter their scheduled hours as CTO.

Human Resources has prepared a list of frequently asked questions regarding pay and time entry for the closure. That list can be found here

Please contact Perry Richards at x5882 if you have additional questions regarding your time entry.

Please contact Perry Richards at x5882 if you have additional questions regarding your time entry.

Here is a review of procedures regarding time entry during the November and December breaks.  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 2017-18 holiday schedule is:

Thanksgiving Break: 5:01 p.m. Wednesday, November 22, through 11:59 p.m. Saturday, November 25 (regular operations resume Sunday, November 26.)

December Break: 5:01 p.m. Friday, December 22 through 11:59 p.m. Monday, January 1 (regular operations resume Tuesday, January 2, 2018)

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 six days may be used.  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) are not eligible for HPP. Please speak with your supervisor or Human Resources if you have questions regarding your status or eligibility for HPP.

* Remember to enter hours on the correct shift.

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

FAQs

Q: I understand that holiday pay is for benefit eligible staff. However, I had coordinated with my supervisor and indeed worked during Thursday and Friday of Thanksgiving. Can I enter the hours normally in this case?

A: Worked hours during the holiday breaks should be entered as Holiday Pay Premium (HPP) by all non-exempt staff, whether or not they are benefits-eligible. The only exception would be Snow Bowl non-benefits eligible employees during the December break, since, unlike the rest of the campus, the Snow Bowl is open for business.

Q: I am a benefits-eligible employee who normally works Tues-Sat; how would I enter time for the Thanksgiving break if I am off Thursday and Friday, then work Saturday? Would I get three days of holiday pay?

A: Remember, the maximum holiday pay benefit is two days for the Thanksgiving break, so you would have to use CTO for one of the three days if you were off all three days.  If you work on Saturday, you would enter holiday pay premium for the hours if you work, but it wouldn’t be necessary to enter CTO since you would receive two days of holiday pay for Thursday and Friday.

Q: I normally work Sunday through Thursday; how would I enter my hours for the Thanksgiving break?

A: You would enter holiday time for Thursday, and nothing for Friday and Saturday since you would not normally be scheduled to work on those days. Sunday would be regular hours, or CTO if you did not work.

Here is a review of procedures regarding time entry during the November and December breaks.  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 2016 holiday schedule is:

Thanksgiving Break: 5:01 p.m. Wednesday, November 23, through 11:59 p.m. Saturday, November 26 (regular operations resume Sunday, November 27.)

December Break: 5:01 p.m. Friday, December 23 through 11:59 p.m. Monday, January 2 (regular operations resume Tuesday, January 3, 2017)

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 six and a half days may be used.  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) are not eligible for HPP. Please speak with your supervisor or Human Resources if you have questions regarding your status or eligibility for HPP.

* Remember to enter hours on the correct shift.

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

FAQs

Q: I understand that holiday pay is for benefit eligible staff. However, I had coordinated with my supervisor and indeed worked during Thursday and Friday of Thanksgiving. Can I enter the hours normally in this case?

A: Worked hours during the holiday breaks should be entered as Holiday Pay Premium (HPP) by all non-exempt staff, whether or not they are benefits-eligible. The only exception would be Snow Bowl non-benefits eligible employees during the December break, since, unlike the rest of the campus, the Snow Bowl is open for business.

Q: I am a benefits-eligible employee who normally works Tues-Sat; how would I enter time for the Thanksgiving break if I am off Thursday and Friday, then work Saturday? Would I get three days of holiday pay?

A: Remember, the maximum holiday pay benefit is two days for the Thanksgiving break, so you would have to use CTO for one of the three days if you were off all three days.  If you work on Saturday, you would enter holiday pay premium for the hours if you work, but it wouldn’t be necessary to enter CTO since you would receive two days of holiday pay for Thursday and Friday.

Q: I normally work Sunday through Thursday; how would I enter my hours for the Thanksgiving break?

A: You would enter holiday time for Thursday, and nothing for Friday and Saturday since you would not normally be scheduled to work on those days. Sunday would be regular hours, or CTO if you did not work.