Frequently Asked Questions
This page will be updated as more information becomes available.
I was holding my Floating Holidays to use December 27–29. Since those days are not eligible to be rolled over to the next year, is there anything I can do?
You have two options:
- You can log into Workday and apply your Floating Holidays to a PTO submission from earlier in the year, and your balances will be corrected. Instructions can be found in the Employee Time Off Corrections Quick Guide [pdf]. This action should be completed and approved by December 15, 2017.
- You can work with your manager to schedule a time to use your Floating Holidays and submit via Workday before the Winter Break begins.
What if I have already requested to take those days as PTO in Workday?
You can update your time off request in Workday by following the instructions in the Employee Time Off Corrections Quick Guide [pdf]. This action should be completed and approved by December 15, 2017.
I have PTO days that I was intending to use December 27–29. Is there any way I can prevent those days from rolling over to Reserve Sick Days?
You will need to work with your manager to allow those additional days to roll over to your next PTO year.
If I am not designated as "essential," am I permitted to work the Winter Break days and save the time to take in 2018?
No. The university will be closed and only staff deemed as essential will be permitted to work and take the days in 2018.
Do Winter Break days off count as hours worked toward overtime?
For eligible non-exempt staff members, Winter Break days off will not count as hours worked for the purpose of overtime determination.
How will Winter Break days off affect my retirement contributions?
— Winter Break days off for full time staff members are considered eligible compensation for the purposes of retirement contributions.
— The $300 payment to benefits eligible non-exempt part-time staff members is not considered eligible compensation for the purposes of retirement contributions.
What deadlines do I need to be aware of as Winter Break approaches?
Due to reduced and/or early processing payroll schedules, these activities should be completed by December 15, 2017, including all relevant manager approvals:
— Removal of Floating Holiday and/or PTO from Winter Break days
— Changing previously submitted PTO to Floating Holiday
Impact of not completing above tasks by the cut-off:
— For exempt staff, there will be no impact. You will receive regular pay with additional offset(s) based on your scenario.
— For non-exempt staff, you will be overpaid. You will receive Winter Break day(s) plus the originally-requested Floating Holiday/PTO and/or time worked, and will have to return the overpayment to the university.
If I am designated as "essential" and have to work during the Winter Break, what do I need to do in Workday to request the time off I earned?
Workday has been updated to accommodate this situation. Please see the Winter Break Time Entry Procedures for Essential Personnel Quick Guides for instructions on how to record your time and allocate that time to a later date in 2018. This action should be completed and approved by December 15, 2017.
How will part-time staff members deemed "essential" be compensated for working during the Winter Break period?
Benefits eligible part-time non-exempt staff members deemed as essential will receive the $300 Winter Break payment in addition to being paid for any hours worked during the Winter Break period.
How will the $300 payment for eligible part-time staff members be managed?
The $300 payment for eligible part-time staff will be processed centrally. It will be made in the last regularly-scheduled pay prior to the Winter Break, which is December 15, 2017. There is no need for any action from the employees, managers or other departmental roles.
What taxes will be withheld from the $300 payment for eligible part-time staff?
All required taxes will be withheld. Federal income tax will be applied at the supplemental rate which is currently 25%.
How will the Winter Break affect employees of the university’s vendors?
The plan takes into account those who work for campus vendors during the Winter Break period so they can benefit from the Winter Break without being penalized by the closure.
Are new employees eligible for Winter Break? What about employees who are separated from the university during the Winter Break period?
Staff members must be active as of December 22, 2017 to be eligible for Winter Break. In general, staff should not be hired or separated on university holidays or during the Winter Break.
I will be on intermittent FMLA during the Winter Break period. Am I eligible for Winter Break days off?
Eligible staff members on intermittent FMLA are eligible for either the Winter Break days off or the $300 payment for benefits eligible part-time staff members.
I am a Temporary Employment Services staff member. How does Winter Break affect me?
Winter Break days off for eligible full-time Temporary Employment Service staff members will be paid and processed centrally.
What if I need access to my office or work area during the Winter Break?
You may access these areas in the same fashion as you would during an official holiday.
I am a member of ALG. Where can I find more information on my responsibilities regarding Winter Break?
My Workday Toolkit provides quick guides on Winter Break processes.