Holiday Processing for BW1 and BWP Paygroups

Examples on this page apply to full-time, 100%, biweekly employees. You will need to prorate for employees working less than full-time. If you have holiday policy issues, please refer to the IUHR Policy HR-05-30: Holidays. Use the Table of Contents button to the right to jump to instructions for a specific paygroup.

Premium holidays for pay purposes Non-premium holidays for pay purposes
New Year's Day (January 1) Campus Holiday (available March 1)
Martin Luther King Day (third Monday in January) Friday after Thanksgiving (third Friday in November)
Memorial Day (last Monday in May)
Independence Day (July 4)
Labor Day (first Monday in September)
Thanksgiving Day (third Thursday in November)
Christmas Day (December 25)

If employees are away from work on the “official IU observed holiday” and it is a regular scheduled work day, they should record the hours in Kuali Time using the HOL earn code. You cannot use previously accrued holiday hours to cover the current holiday.

 

Biweekly Staff Employees (BW1)

Scheduled Work Day

If the hours worked are less than 8, the calculation is prorated. If an employee works more than 8 hours, the holiday premium is limited to 8 hours. See examples for more details.

If an employee works 8 hours on the holiday and it is their regular scheduled work day, they should receive the following compensation:

  • Premium Holiday: 20 hours (double time and one half)
  • Non-Premium Holiday: 16 hours (double time)

The following options are available for compensation:

 

Premium Holiday

Hours worked should be included in regular (RGN) hours and one of the following:

  • Accrue 12.00 hours of holiday (HAC) to be used later.
  • Pay 12.00 hours of holiday bonus pay (HBP).
  • Accrue 8.00 hours of holiday (HAC) to be used later and pay 4.00 hours holiday bonus pay (HBP).

 

Non-Premium Holiday

Hours worked should be included in regular (RGN) hours and one of the following:

  • Accrue 8.00 hours of holiday (HAC) to be used later.
  • Pay 8.00 hours of holiday bonus pay (HBP).

 

Examples

Example 1: Employee’s regular schedule is M-F, 8-5. Premium holiday occurs on Monday and employee must come to work for 4 hours and used HOL for the other 4 hours. Record one of the following options for Monday:

  • RGN 4.00 hrs, HOL 4.00 hrs, HAC 6.00 hrs
  • RGN 4.00 hrs, HOL 4.00 hrs, HBP 6.00 hrs
  • RGN 4.00 hrs, HOL 4.00 hrs, HAC 4.00 hrs, HBP 2.00 hrs

The extra compensation for hours worked on this premium holiday = 4 hrs x 1.5 = 6 hrs

Example 2: Employee’s regular schedule is M-F, 8-5. Non-premium holiday occurs on Monday and employee must come to work for 4 hours and used HOL for the other 4 hours. Record one of the following options for Monday:

  • RGN 4.00 hrs, HOL 4.00 hrs, HAC 4.00 hrs
  • RGN 4.00 hrs, HOL 4.00 hrs, HBP 4.00 hrs

The extra compensation for hours worked on this non-premium holiday = 4 hrs x 1 = 4 hrs

Example 3: Employee’s regular schedule is Monday - Thursday, 7-6 (10 hrs days). Premium holiday occurs on Monday and employee must come to work for 10 hours. Record one of the following options for Monday:

  • RGN 10.00 hrs, HAC 12.00 hrs
  • RGN 10.00 hrs, HBP 12.00 hrs
  • RGN 10.00 hrs, HAC 8.00 hrs, HBP 4.00 hrs

The extra compensation for hours worked on any premium holiday is limited to 12.00 hours regardless of the number of hours worked. 8 hrs x 1.5 = 12 hrs

 

Scheduled Day Off

If an employee works any hours on a holiday (premium or non-premium) which occurs on their regular scheduled day off and they are in pay status their full 40 hours of regularly scheduled time that week, they receive the following compensation:

40 hours regular pay, 8 hours holiday accrued (HAC), and OVT for any hours worked on the holiday.

Holiday rules apply to the U.S. holiday for employees working alternate schedules instead of the IU observed holiday.

 

Biweekly Professional Staff Employees (BWP)

Professional staff who work on a holiday receive equivalent time off. Professional staff who are eligible for overtime (PAO and PAU) receive time off at a later point equal to the actual time worked on the holiday, up to 8 hours. If the employee works a partial holiday, the portion not worked is considered time off and is charged to Holiday hours.

Hours worked should be included in regular (RBP) hours and employee should accrue 8.00 hours of holiday (HAC) to be used later.

The calculation is hours worked x 1 = number of HAC hours accrued.