Winter Break Closure Guidelines

Classified Vacation Accrual

Vacation is earned and credited to an employee's record each bi-weekly pay period according to years of service (including years at Ohio University and years of prior state service), at the following rates (which meet or exceed those specified in the Ohio Revised Code):

Vacation accrual is credited proportionately to the hours paid each bi-weekly pay period. No credit is given for compensable hours over eighty in a bi-weekly pay period. Vacation is not earned while an employee is on an authorized unpaid leave of absence or layoff. Vacation may be accumulated up to the maximum which is earned in three (3) years, and is not credited beyond the maximum accrual. The number of hours of vacation leave earned, used, and paid each pay period shall appear on the employee's bi-weekly earnings statement. In addition, the employee's vacation tenure (creditable State service) and current balance will also be reflected on the employee's bi-weekly earnings statement.

Winter Break Closure Timekeeping Procedures 

Classified Employees
Classified staff will use Workforce to report time during Winter Break Closure.
 
The diagram below will help you determine how to report your time in Workforce for Winter Break Closure. 

After logging into Workforce, switch the timesheet view to "Detail".

The additional paid-time off for employees provided by the university will be called Winter Closure Time (WCT). Classified employees should report WCT in Workforce under the Paycode "Other" and enter "WCT" in the corresponding comment field.  An example is provided below:

If an employee is scheduled to work during closure, they should report their hours worked as normal. Employees required to use vacation should report those vacation hours as they would any other vacation hours.

Administrative Employees

The University does not currently employ an electronic solution for tracking administrative time. Therefore, administrative employees are paid for all regularly scheduled days unless payroll makes a manual adjustment as prompted by a Paid Time Off form. Thus, timekeeping procedures for Administrators vary greatly from classified staff.

Administrators will receive pay as normal for the 1st, 2nd, and 3rd days of Winter Break Closure. Those administrators with less than 1 continuous year of service as of December 25, will also be paid normally for the 4th day of closure.

Administrators with 1 year or more of continuous service as of December 25 will be automatically debited 1 day of vacation time for the 4th day of the closure. This automatic debit will occur after WBC during the first week of January.

The following diagram will help you determine if vacation time will be debited from your balance for Winter Break Closure.

How will I know if I or one of my employees is required to use vacation time during the 4th day of Closure?

UHR will provide each planning unit head with a list of employees with service time that requires them to use a day of vacation during Winter Break Closure. The lists will be sorted by organization within the planning unit. The unit head should distribute this list to appropriate timekeepers. Both employees and timekeepers should consult the list if unsure about what time to report.

The comprehensive lists are also made available on the WBC section of UHR's website.

UHR will reconcile the time reported. Employees may be disciplined for inappropriate use of time.

What if I am required to work during Winter Break Closure?

Classified Employees

If you are a required to work on the 1st day of closure (floating Holiday), you will receive one and a half times the regular hourly rate, for all hours worked on that date, plus holiday pay (for the number of hours that would normally have been worked), at the regular hourly rate

If your supervisor notifies you that you must work on the 2nd, 3rd, and in the case of those employees who are not required to use vacation time, the 4th day of closure, you should arrange to take the day off on a future date. The day should be taken as soon as possible, but no later than June 30. When you do take the day, report the time in Workforce by using the Paycode "Other" and specifying "WCT" in the comment field.

If you are required to use vacation time on the 4th day of closure, but are instructed to work, report the hours that you work in Workforce as you normally would. Your vacation time will remain in your bank to use at a later date.

Administrative Employees

If you are not required to take vacation time for the fourth day, but are required to work any of the four days, you should arrange with your supervisor to take an equal number of days off in the near future.  The day(s) should be taken as soon as possible, but no later than June 30.

If you are required to take vacation time for the fourth day, but work on that day instead, you should request that your supervisor email UHR and request that the day be credited back to your bank of time. UHR must be notified by January 18th in order for your time to be credited back to your balance.  If you work on any of the first three days, the terms of the prior paragraph apply.