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Human Resources Announcement
For Bloomington Employees, Managers, and Department Heads

Pay Dates, Holiday Accruals, and Department Closings
Holiday Season December2007/January 2008

A. Pay Dates
Friday, December 28, 2007, is the last pay date of the 2007 calendar year for Support and Service Staff and Wednesday, January 2, 2008, is the first pay date of the 2008 calendar year for Professional Staff. FMS indicates that there will be no option for early pickup of checks and pay advices for either pay date. Departments which will be closed the week of December 24th should encourage employees currently receiving paper checks to sign up for direct deposit, or plan to be open to deliver the checks to their employees.

B. Use of Prior Year Holiday Hours Accruals
Employees who receive time off as compensation for a worked holiday must use the time off by the end of the last full pay period of the following year. Holiday time earned in 2006 must be used by December 29, 2007 for Support and Service Staff and December 31st for Professional Staff.

C. Use of accrued time-off to receive pay during departmental closings
The observed holidays for Christmas Day and New Year’s Day will be Tuesday December 25th and Tuesday January 1st, respectively. Many University departments close for the four workdays between these holidays. With December 24th falling on a Monday departments will have the flexibility to close on this day as well. Departmental closings are subject to the 30 day notification requirements of a short reduction in force. To receive pay for the time the department is closed, Professional Staff must use accrued paid time-off (PTO); Support and Service Staff must use accrued vacation hours and/or accrued compensatory time-off.
Service and Support Staff cannot use income protection time and Professional Staff cannot use sick bank time to cover this time unless the reason for doing so qualifies under the provisions of the Personnel Policies governing these categories of time off.

D. Borrowing against future earnings of vacation hours or PTO
If a new employee is hired July 1or later and has not been employed long enough to earn sufficient time off to cover the closing of a department between Christmas and New Year, he or she may borrow against future accruals of vacation hours or PTO. This is the only time in which borrowing against future accruals is allowed.

• For Support and Service Staff, the attendance record should be coded ANV (“anticipated vacation”) for the number of hours borrowed; for professional staff, a comment should be added to the PTO record for time borrowed.
• As soon as the employee earns vacation hours or PTO, the borrowed time is charged against the accrued time.
• If an employee separates from University employment before earning the borrowed time, the employee’s final paycheck will be adjusted accordingly.

Contact UHRS at 856-6047 or FMS at 855-0375 for any questions.

University Human Resource Services
November 12, 2007