Academic Winter Recess
The organizational health of The Ohio State University depends on our faculty and staff being able to thrive, and supporting employee well-being is part of that. Based on feedback from faculty and staff, and similar practices at other public institutions, Ohio State is instituting an Academic Winter Recess.
The Academic Winter Recess allows most academic campus faculty and staff members – colleges, business units and regional campuses – to be off during a time when there are no classes and reduced campus operations.
Core Details
Academic Winter Recess takes place Dec. 26–31 each year, starting in December 2025.
- 2025: Specific dates for 2025 are Dec. 26 and Dec. 29-31 starting at 12 a.m., Dec. 26 and ending at 11:59 p.m. Dec. 31. Section IX of the existing Paid Time Off Policy, 6.27 allows the university to implement alternative paid time off programs.
- Employees will receive paid time off hours based on their full-time equivalent (FTE) status and the number of business days during the Academic Winter Recess. For example, employees at 100% FTE will be granted 32 hours of paid time off. A part-time employee with a 50% FTE would receive 16 hours of paid time off for the 2025 Academic Winter Recess.
- Paid time off hours for the recess will appear in an Academic Winter Recess time off balance in Workday. The hours will only appear on paystubs when they are used.
- University Holidays: Existing university holidays in December and January will remain per the Holidays Policy, 6.20.
- Academic Winter Recess is not a weather or short-term closure. In the event of a weather or short-term closure event, consult the Weather and Short-Term Closure During an Academic Recess job aid.
Eligibility
Faculty and staff — including regular, temporary, term and seasonal employees — who work in colleges and business units across all academic campuses at the time of the Academic Winter Recess are eligible for paid time off during the recess. If you are unsure about your eligibility, ask your people leader/manager.
- Seasonal employees must be in an active position at the time of the Academic Winter Recess to be eligible.
- Employees on a continuous paid leave of absence or preapproved paid time off (such as sick or vacation leave) will not be charged for that time during the Academic Winter Recess. Instead, Winter Recess hours will be applied to cover the period originally designated as paid leave.
- Employees who are on a continuous leave of absence and are not using paid time off, such as sick or vacation time, are not eligible for paid time off for Academic Winter Recess.
- Intermittent, contingent and student employees (students paid biweekly and graduate associates) are not eligible for Academic Winter Recess paid time off.
- Nine-month (9/12) faculty will continue to be paid normally based on their appointment during Academic Winter Recess because it is a scheduled break, and they will not receive an Academic Winter Recess time off balance.
- Nine-month faculty who apply for off-duty pay and are approved, in accordance with Faculty Rule 3335-5-07, will receive off-duty pay. The rule states “Breaks within a given semester, summer term or session, as well as any days between the end of the exam period and the beginning of the next semester or session, will be considered off-duty days.”
- Wexner Medical Center employees, including hospitals, health systems, College of Medicine, Comprehensive Cancer Center and Office of Health Sciences are not included in the Academic Winter Recess Program and are not eligible for Academic Winter Recess paid time off.
- Academic employees who report to a college or campus unit and are assigned to Wexner Medical Center locations are included in the Academic Winter Recess provisions. If these employees are required to work during the recess period, they will receive the appropriate Winter Recess hours credited to their time off balance.
- FMLA time will not be deducted for employees who are on approved Family and Medical Leave and not expected to work during the Academic Winter Recess.
Questions specific to your college or unit can be directed to your people leader/manager or HR professional.
Work during Academic Winter Recess
Most campus employees will be off during the recess, as this period coincides with unscheduled classes and reduced campus operations. However, some services must continue during the recess. Those in critical services listed below and certain operational services identified as necessary by the employing unit will ensure that essential university functions are maintained.
Employees who do need to work during the recess will receive an equivalent number of hours added to their time off balance in Workday. (See the ‘How to Use Academic Winter Recess’ section below for details.)
Critical services that will require staffing during the recess include:
- Safety and security
- Meal preparation and dining services
- Maintenance, custodial and other services for buildings and residence halls, including emergency maintenance and snow and ice removal
- Utilities to university buildings and properties
- Health science colleges clinics
- Law enforcement and public safety
- Transportation
- Animal care
- Critical research
Critical services for the purposes of Academic Winter Recess are not the same as disaster designations (essential, alternate or standby).
Note: Scheduling during the Academic Winter Recess should not be treated as a snow event or emergency closure. This is a planned recess. Employees assigned to work, particularly in critical services, should be aware of their responsibilities in advance and schedules communicated as soon as they become available.
People leaders/managers of critical services should adhere to established scheduling protocols and communicate plans to employees in a timely and transparent manner.
Some operational roles not formally categorized as “critical services” may still need to continue during the Academic Winter Recess. These are referred to as necessary operations. Necessary operations include work and services that cannot be paused without disrupting critical business cycles, academic processes or public-facing functions.
Examples of necessary operations may include:
- Urgent application processing
- Time-sensitive financial transactions
- Ongoing facility maintenance
- Athletic and event commitments
- IT help desk support
- HR Connection service
These operations require a staffing plan or on-call coverage to ensure continuity.
Each unit or department must develop a high-level staffing plan that includes:
- Unit/College and Department
- Operational service or area (e.g., Facilities, IT, HR, Admissions)
- Reason for staffing (why the work cannot pause during the recess)
- Coverage and staffing plan, which may include:
- Reduced staffing: minimal staff working
- Rotating schedule: shared shifts across team members
- On-call coverage: staff available as needed for emergencies
- Staffing plans should be straightforward and include:
- Assigned coverage
- Emergency contact information
- Access and communication continuity
Deans and Unit Senior/Vice Presidents
- Deans and unit senior/vice presidents are responsible for reviewing and approving staffing plans for necessary operations continuing during the recess, as they deem appropriate. They may designate another individual to carry out this responsibility.
- Ensure people leaders are communicating staffing plan expectations by Nov. 1, 2025. After November 1, if a college/unit requires additional staffing plans for necessary operations during the Academic Winter Recess, people leaders/managers should notify employees as soon as possible to ensure adequate preparation and transparency.
HR Business Partners (HRBPs)
- Verify that operational services align with university guidelines and that no unnecessary work is scheduled during the recess.
- Support people leaders in communicating staffing plans and expectations and responding to employee questions.
- Consult with senior HR business partner or Employee and Labor Relations on the policy and expectations for Academic Winter Recess.
- Enter approved staffing plans into a central portal.
- The staffing plan tracker supports alignment in planning across the organization and provides high level data for leader visibility and real-time adjustments. Senior HR business partners will provide additional guidance for this simple tracking tool.
People Leaders/Managers
- Assess whether work is necessary for operational continuity or compliance with time-sensitive obligations during the Academic Winter Recess.
- Share staffing plans with unit HR business partner and dean/SVP/VP prior to team communication to ensure alignment and awareness.
- Minimize coverage while ensuring equitable distribution of work.
- Promote transparency in planning and fairness in assignments.
- Balance operational needs with employee well-being.
- Coordinate with unit HR Business Partner and dean/SVP/VP on plans to communicate staffing expectations to affected employees no later than Nov. 1. Communication should follow college or unit established protocols where applicable. After November 1, if a college/unit requires additional staffing plans for necessary operations during the Academic Winter Recess, people leaders/managers should notify employees as soon as possible to ensure adequate preparation and transparency.
- The deadline for monthly timekeeping approval is 1 p.m., Thursday, Dec. 11, 2025. For the biweekly pay period covering Nov. 30–Dec. 13, 2025, the deadline for timekeeping approval is Tuesday, Dec. 16, 2025. Corrections can be made for up to three pay periods after approval.
HR Connection and Payroll Processes during Academic Winter Recess
HR Connection will be available Dec. 26–31 with reduced hours from 10 a.m. to 2 p.m. The customer service lobby will be closed, but online support remains available 24/7.
For new hires to start work Jan. 1-6, 2026, they must be fully hired in Workday by Dec. 22, 2025. If they are not fully hired in the system by Dec. 22, the start date will be Jan. 12, 2026.
Employee transactions must be completed in accordance with the university Payroll Processing Calendar and Pay Period Schedule.
How to Use Academic Winter Recess
Academic Winter Recess time off will be centrally loaded in Workday Absence for employees in an eligible position at the time the Academic Winter Recess begins, regardless of whether they are scheduled to work during part or all of the recess period. For those not scheduled to work, the time will be applied as paid time off to reflect the days off.
Employees who previously requested vacation or other paid time off during this time may remove those entries.
Employees who are required to work during the recess and call off must follow unit/department call-off procedures and/or attendance policy. Academic Winter Recess hours cannot be used for unplanned absences, and employees must use vacation or sick time.
If you are required to work during the recess, you will be paid for time worked and will need to adjust or remove centrally loaded recess time off as needed. This will add hours back to your paid time off balance in Workday based on your full-time equivalency and the number of business days in the recess.
- These hours will appear in your time off balance in Workday and will be valid for one year. Time off balances from the 2025 recess must be used by Dec. 23, 2026.
- Employees eligible for Academic Winter Recess who are required to work all or part of the designated recess period may use the equivalent balance of hours at a later date. This time must be scheduled in advance of the following year’s Academic Winter Recess and approved by the employee’s people leader/manager.
- Employees who have multiple positions with one or more eligible for the recess (based on employing unit designation), the eligible positions will be combined to determine the number of hours awarded.
- Academic Winter Recess time will carry over in a transfer to a new job if there is no break in service and if the new position is also eligible for Academic Winter Recess paid time off.
- Employees who separate from the university or transfer to a position that is not eligible for Academic Winter Recess paid time off will forfeit the unused time, and it will not be paid out upon departure or transfer.
Eligible employees who work a shift during the recess should record their time using the current timekeeping process in Workday. It is essential that timekeeping records accurately reflect the actual hours worked. Resources for employees and people leaders:
Key timekeeping practices:
- Academic Winter Recess time off may be used in increments of one-tenth of an hour (i.e., 6 minutes).
- Employees should only use Academic Winter Recess time off on days they are normally scheduled to work, up to their Full-Time Equivalency (FTE).
- If an employee’s usual day off coincides with a recognized Academic Recess Day, they do not need to use Academic Winter Recess Time Off and may save it for future use. Employees will need to take action to update their timekeeping. (See Academic Winter Recess Time Off Balance section above.)
- Before submitting timekeeping entries, employees should remove any paid time off hours that they worked.
- Similarly, people leaders must carefully review and approve timekeeping submissions to ensure paid time off is only applied to times the employee did not work. This helps maintain accurate records and ensures compliance with university policy.
More information on entering accurate timekeeping will be shared in the coming weeks.
Responsibilities
For the purposes of Academic Winter Recess, responsibilities below refer to the specific duties and actions required to ensure equitable, compliant and operationally sound staffing and time off planning during the designated recess period.
- Confirm staffing plan for non-critical services that are operationally necessary and provide awareness to their President’s Cabinet leader, if applicable.
- Coordinate with people leaders and unit HRBP on staffing plans necessary for the college or unit and communicate to college/unit by Nov. 1.
Assess Operational Needs
- Identify services and roles required to perform operationally necessary work during the recess period, especially if those roles are not included in the above definition of “critical services.”
- Determine minimum staffing levels to maintain continuity.
Communicate Expectations Early
- Coordinate with college/unit leadership and HR business partner to inform team members about recess schedules and coverage needs in advance.
- People leaders and managers of critical services should adhere to established scheduling protocols and communicate plans to employees in a timely and transparent manner.
Review and Approve Academic Winter Recess Time Off Requests
- People leaders are accountable for managing timekeeping for their teams.
- For employees who work over the recess, evaluate paid time off requests that use recess time off balances.
- Prior to approving timekeeping, ensure employees who were required to work make the proper adjustments to their Academic Winter Recess time off usage.
- Prior to taking your own time off for Academic Winter Recess, ensure that the first week of timekeeping is approved and ready for payroll processing.
Promote Equity and Fairness
- Ensure that employees working during recess have equitable access to time off later.
Coordinate Cross-Team Support
- Collaborate with other leaders to share resources or redistribute workloads if needed.
Document Staffing Plans
- Submit finalized staffing plans in accordance with the procedure to leadership and HRBPs for review and compliance tracking.
- Provide support and interpretation of the Academic Winter Recess paid time off program.
- Clarify distinctions between winter recess paid time off and other policies (e.g., Weather and Short-Term Closure).
- Collect post-recess feedback to identify areas for improvement in future policy creation and program implementation.
Provide Policy Guidance
- Advise leaders on the Academic Winter Recess paid time off program and how it applies during recess.
Support Planning and Compliance
- Review staffing plans to ensure they meet Academic Winter Recess program and operational standards.
- Monitor for equity across departments and flag inconsistencies.
Facilitate Communication
- Help draft and distribute official messaging about recess expectations for the unit/college using communications toolkits and website details.
Advise on Conflict Resolution
- Support leaders in resolving scheduling conflicts or employee concerns related to recess coverage.
Evaluate and Improve
- Collect feedback post-recess to identify areas for improvement in future staffing plans.
- Remove any previously requested time off during the Academic Winter Recess.
- Review centrally loaded Academic Winter Recess paid time off to ensure the hours accurately reflect your schedule and any hours worked.
- Consult the Academic Winter Recess Paid Time Off Program web page, FAQs and timekeeping job aid for questions.
Frequently Asked Questions
How are “holiday benefit paid time off” and “Academic Winter Recess paid time off” different?
Holiday benefit paid time off is received for holidays observed by the university, whether or not the holiday is worked, and is calculated at the base rate of pay. Wexner Medical Center employees are also eligible for this program, and it counts towards the calculation of overtime. It cannot be saved for another day if the employee works on the holiday.
“Academic Winter Recess paid time off” is granted based on eligibility, FTE and the number of business days between Christmas and New Year’s Day. Recess hours do not count towards the calculation of overtime. It can be saved to use within a year if the employee works during the recess. Wexner Medical Center employees are not eligible for this program.
Are new hires eligible for Academic Winter Recess time off?
Yes. Employees who have a start date of Dec. 23 or earlier are eligible for Academic Winter Recess time off.
Are Clinical House Instructors eligible for Academic Winter Recess time off?
Yes. Clinical House Instructors are eligible to receive Academic Winter Recess paid time off. The obligation to work during the recess period is determined by your employing unit or college. Given the nature of clinical responsibilities and the need to meet specific training and service requirements, the use of Academic Winter Recess time off should be planned in coordination with unit staffing plans to ensure compliance and continuity of care.
Can an employee decide on their own to work during Academic Winter Recess?
No. Employees may not independently decide to work during Academic Winter Recess. Any work performed during the recess must be approved in advance. This ensures proper coordination, alignment with operational needs and accurate timekeeping. Employees who are approved to work must manually adjust their time records to reflect actual hours worked during the recess.
Can Academic Winter Recess time off be used prior to Dec. 26, 2025?
No. Academic Winter Recess time off will not be available to use prior to Dec. 26, 2025. After Dec. 26, 2025, any remaining balance will be available for use until Dec. 23, 2026.
How will staffing for the Academic Winter Recess be addressed in clinical operations that are operated by colleges and business units?
Clinical operations housed within colleges and business units will balance the intent of the Academic Winter Recess with patient and business needs. Deans will determine the necessary staffing levels for their clinics and supporting staff. Clinics providing emergency services or identified by the dean operationally necessary will remain open, either at full or reduced levels, to ensure care and services continue.
What if an employee is on approved leave, such as FMLA and/or Parental Leave?
If an employee is on an approved paid leave, they will be eligible for Academic Winter Recess. Their approved leave (e.g., vacation, parental leave, sick leave) will not be charged, and that time will be replaced by the Academic Winter Recess hours. If an employee is on an unpaid leave, the employee will not receive Academic Winter Recess hours.
I’m a people leader, and I approve timekeeping for biweekly-paid employees. When should I review and approve employees’ time for Academic Winter Recess?
Employees and supervisors should submit, review and approve time and absence entries by Dec. 23, where possible. For biweekly employees who work during the recess, employees must submit their timesheets as usual, and supervisors may approve the time by the payroll approval deadline of Tuesday, Dec. 30, 2025. Any work performed during the recess must be approved in advance by the college/unit dean or vice president and your people leader/manager in consultation with your HR business partner.
Will Ohio State’s Child Care Program operate during Academic Winter Recess?
Operations for The Ohio State University Child Care Program (CCP) will balance the intent of Academic Winter Recess for its own staff with the need to provide care for enrolled children of parents who will work at Wexner Medical Center or to support critical services on campus during this time. Any families not attending for the four days of closure during Academic Winter Recess will not be charged tuition for these days. Regular CCP operations will resume on Friday, Jan. 2.
Full Time (100% FTE) Nonexempt Regular, Temporary, and Term Positions
I work full-time and employees in our office are not expected to work on the observed recess days. How am I paid for Academic Winter Recess?
You would receive eight hours of Academic Winter Recess paid time off for each business day of Academic Winter Recess. This is calculated based on your full time equivalent.
I work a full-time flexible schedule of four 10-hour days from Tuesday through Friday. How am I paid for Academic Winter Recess?
You would receive eight hours of paid time off for each business day of Academic Winter Recess by default. The department has discretion to choose from several scheduling options based upon operational needs and budgetary considerations, for example:
- Your schedule could be adjusted to five eight-hour days (Monday through Friday) for the recess period.
- Your normal schedule of 40 hours Tuesday through Friday could remain intact and you could adjust the Academic Winter Recess entries accordingly. Removing the eight-hour defaulted entry on Monday would free up eight hours to be distributed elsewhere.
I work a full-time rotating schedule, and my days off do not always fall on the weekends. What are my options during Academic Winter Recess?
You would receive eight hours of paid time off for each business day of default. The department has discretion to choose from several scheduling options based upon operational needs and budgetary considerations, for example:
- Your schedule could be adjusted to five eight-hour days (Monday through Friday) for the recess period. With this option, no defaulted time off entries should need adjustment.
- Your schedule could remain as needed for the recess period, and the time off entries could be adjusted to align accordingly. For example, if your scheduled days off for the recess period are Monday and Tuesday, then you can move the defaulted Academic Winter Recess entries from those days to Saturday and Sunday.
Part Time (Less than 100 percent FTE) Non-Exempt Regular, Temporary, and Term Positions
I work part-time (50% FTE) and our office is closed for the recess. How am I paid for Academic Winter Recess?
As an employee working part-time at 50% FTE, you would receive four hours of paid time off for Academic Winter Recess for all business days between Christmas and New Year’s Day by default, regardless of your schedule. The department has discretion to choose from several scheduling options based upon operational needs and budgetary considerations, for example:
- Your schedule could be adjusted to five four-hour days (Monday through Friday) for the weeks of academic winter recess. The default entries would not need adjustment in this scenario.
- Your normal schedule – 20 hours for the workweek – could remain intact and you could adjust the recess entries accordingly. For example, if you typically work five hours Tuesday through Friday, you can remove the four-hour defaulted entry on Monday which would free up four hours to be added across the other days that week.
Temporary/Intermittent Non-Exempt Positions
I hold a temporary position. Will I receive paid time off for Academic Winter Recess?
Yes. As a temporary employee you will receive the same Academic Winter Recess paid time off as any other non-exempt employee based on your FTE percentage. If you are required to work at any point during the recess, you would remove the time off hours for Academic Winter Recess in the amount of the hours you worked, which will be available for use in the next year.
I am an intermittent employee. Will I receive paid time off for Academic Winter Recess?
No. As an intermittent employee, you are not eligible for Academic Winter Recess paid time off.
Full Time Exempt Employees
I typically work a full-time schedule of five eight-hour days from Monday through Friday. How am I paid for Academic Winter Recess?
You will receive your normal salary and will see 32 hours of academic winter recess on your paystub.
I typically work a full-time compressed schedule of four 10-hour days from Tuesday through Friday. How am I paid for Academic Winter Recess?
You would receive eight hours of paid time off for each business day of Academic Winter Recess by default. The department has discretion to choose from several scheduling options based upon operational needs and budgetary considerations, for example:
- Your schedule could be adjusted to five eight-hour days (Monday through Friday) for the recess period.
- Your normal schedule of 40 hours Tuesday through Friday could remain intact and you could adjust the Academic Winter Recess entries accordingly. Removing the eight-hour defaulted entry on Monday would free up eight hours to be distributed elsewhere.
Full Time Non-Exempt Regular, Temporary and Term Positions
I work full time and I am scheduled to work as normal during Academic Winter Recess. How am I paid if I work during the recess?
Eight hours of Academic Winter Recess will default for each business day of the recess period. You will remove the recess time off entries on your absence calendar to receive those hours for later use within a year. You will record your work hours as normal and will be paid according to your timesheet.
I work full time and am scheduled to work as normal during the recess. If I am too ill to work and request sick time off, am I charged sick time, or do I receive Academic Winter Recess paid time off?
You would be charged sick time. Your Academic Winter Recess time off (which should be removed when you are scheduled to work during the recess) will still be available for a future time off within the next year since you were scheduled to work.
I work a full-time, flexible schedule of four 10-hour days from Tuesday through Friday. I am scheduled to work as normal during the recess. How do I account for Academic Winter Recess in timekeeping?
You will remove all defaulted Academic Winter Recess time off hours from your absence calendar. This will ensure the 32 hours of recess time off will be available for your use at a later time during the next year. You will record your work shifts on your timesheet as normal.
Example of how this could work if your normal schedule is four 10-hour days Tuesday – Friday:
| Week 1 | Sunday 12/21 |
Monday 12/22 |
Tuesday 12/23 |
Wednesday 12/24 HOLIDAY |
Thursday 12/25 HOLIDAY |
Friday 12/26 |
Saturday 12/27 |
|---|---|---|---|---|---|---|---|
| Schedule | OFF | OFF | 10 Hours | 10 Hours | 10 Hours | 10 Hours | OFF |
| Recess Entries | Remove 8 Hours | ||||||
| Timesheet Entries | Record 10 Hours | Record 10 Hours |
| Week 2 | Sunday 12/28 |
Monday 12/29 |
Tuesday 12/30 |
Wednesday 12/31 |
Thursday 1/1 HOLIDAY |
Friday 1/2 |
Saturday 1/3 |
|---|---|---|---|---|---|---|---|
| Schedule | OFF | OFF | 10 Hours | 10 Hours | 10 Hours | 10 Hours | OFF |
| Recess Entries | Remove 8 Hours | Remove 8 Hours | Remove 8 Hours | ||||
| Timesheet Entries | Record 10 Hours | Record 10 Hours | Record 10 Hours |
*Please see Holidays Policy, 6.20 – Frequently Asked Questions for FAQs regarding holiday benefits
I work a full-time, flexible schedule of four 10-hour days from Tuesday through Friday. I am only scheduled to work my normal shift on Tuesday and Wednesday during the recess. How do I account for Academic Winter Recess in timekeeping?
You will remove the defaulted Academic Winter Recess time off hours from your absence calendar on Monday, Tuesday and Wednesday. This will free up 24 hours of recess time off for later use. You can use two of those hours to adjust your Academic Winter Recess time off entry on Friday from 8 to 10 hours so your paid time off for the first week will align with your schedule. You will record your work shifts on your timesheet as normal.
| Week 1 | Sunday 12/21 |
Monday 12/22 |
Tuesday 12/23 |
Wednesday 12/24 HOLIDAY |
Thursday 12/25 HOLIDAY |
Friday 12/26 |
Saturday 12/27 |
|---|---|---|---|---|---|---|---|
| Schedule | OFF | OFF | 10 Hours | 10 Hours | 10 Hours | 10 Hours | OFF |
| Recess Entries | Adjust to 10 Hours | ||||||
| Timesheet Entries | Record 10 Hours |
| Week 2 | Sunday 12/28 |
Monday 12/29 |
Tuesday 12/30 |
Wednesday 12/31 |
Thursday 1/1 HOLIDAY |
Friday 1/2 |
Saturday 1/3 |
|---|---|---|---|---|---|---|---|
| Schedule | OFF | OFF | 10 Hours | 10 Hours | 10 Hours | 10 Hours | OFF |
| Recess Entries | Remove 8 Hours | Remove 8 Hours | Remove 8 Hours | ||||
| Timesheet Entries | Record 10 Hours | Record 10 Hours | Record 10 Hours |
*Please see Holidays Policy, 6.20 – Frequently Asked Questions for FAQs regarding holiday benefits
I work a full-time, third-shift schedule running 11 p.m. Sunday to 7:30 a.m. Friday. I am scheduled to work my normal schedule for Academic Winter Recess but will be off for the holiday observed dates. How do I account for Academic Winter Recess in timekeeping?
You will remove all defaulted Academic Winter Recess time off hours from your absence calendar. This will ensure the 32 hours of recess time off will be available for your use at a later time during the next year. You will record your work shifts on your timesheet as normal. Keep in mind that shift hours count on the day the shift started, so time off entries should mirror that logic.
| Week 1 | Sunday 12/21 |
Monday 12/22 |
Tuesday 12/23 |
Wednesday 12/24 HOLIDAY |
Thursday 12/25 HOLIDAY |
Friday 12/26 |
Saturday 12/27 |
|---|---|---|---|---|---|---|---|
| Schedule | 11 p.m. 12/21 – 7:30 a.m. | 11 p.m. 12/22 -7:30am | 11 p.m. 12/23 -7:30am | Off for Holiday | Off for Holiday | OFF | OFF |
| Recess Entries | Remove 8 Hours | ||||||
| Timesheet Entries | Record 8 Hours | Record 8 Hours | Record 8 Hours | 8 Hours Holiday Benefit | 8 Hours Holiday Benefit |
| Week 2 | Sunday 12/28 |
Monday 12/29 |
Tuesday 12/30 |
Wednesday 12/31 |
Thursday 1/1 HOLIDAY |
Friday 1/2 |
Saturday 1/3 |
|---|---|---|---|---|---|---|---|
| Schedule | 11 p.m. 12/28 -7:30am | 11pm 12/29 -7:30 a.m. | 11pm 12/30 -7:30 a.m. | 11pm 12/31-7:30 a.m. | Off for Holiday | OFF | OFF |
| Recess Entries | Remove 8 Hours | Remove 8 Hours | Remove 8 Hours | ||||
| Timesheet Entries | Record 8 Hours | Record 8 Hours | Record 8 Hours | Record 8 Hours | 8 Hours Holiday Benefit |
*Please see Holidays Policy, 6.20 – Frequently Asked Questions for FAQs regarding holiday benefits
Does an employee accrue overtime on Academic Winter Recess paid time off?
No. Academic Winter Recess hours are not counted toward overtime.
Part Time Non-Exempt Regular, Temporary, and Term Positions
I have a part-time (60%) schedule of three eight-hour days from Wednesday through Friday. I am only scheduled to work my normal shift on Wednesday during the recess. How do I account for Academic Winter Recess in timekeeping?
As a 60% FTE employee, you would receive 4.8 hours of Academic Winter Recess for all business days between Christmas and New Year’s Day by default, regardless of your schedule. The department has discretion to choose from several scheduling options based upon operational needs and budgetary considerations, for example:
- Your schedule could be adjusted to five 4.8-hour days (Monday through Friday) for the recess period. You would only remove the entries on days you are working.
- Your normal schedule could remain intact, and you could adjust the Academic Winter Recess entries accordingly. For example, since you typically work eight hours Wednesday through Friday, you can remove the 4.8-hour defaulted entry on your normal days off (Monday and Tuesday) and the day you are scheduled to work (Wednesday) which would free up 14.4 hours to be distributed elsewhere. You can then use 3.2 of those hours to bring the 4.8 entry Friday up to your normally scheduled eight and have 11.2 hours for future use within the next year. This scenario is depicted in the tables below.
| Week 1 | Sunday 12/21 |
Monday 12/22 |
Tuesday 12/23 |
Wednesday 12/24 HOLIDAY |
Thursday 12/25 HOLIDAY |
Friday 12/26 |
Saturday 12/27 |
|---|---|---|---|---|---|---|---|
| Schedule | OFF | OFF | OFF | 8 Hours | 8 Hours | 8 Hours | OFF |
| Recess Entries | Adjust to 8 Hours | ||||||
| Timesheet Entries |
| Week 2 | Sunday 12/28 |
Monday 12/29 |
Tuesday 12/30 |
Wednesday 12/31 |
Thursday 1/1 HOLIDAY |
Friday 1/2 |
Saturday 1/3 |
|---|---|---|---|---|---|---|---|
| Schedule | OFF | OFF | OFF | 8 Hours | 8 Hours | 8 Hours | OFF |
| Recess Entries | Remove 4.8 Hours | Remove 4.8 Hours | |||||
| Timesheet Entries | Record 8 Hours | Record 8 Hours |
*Please see Holidays Policy, 6.20 – Frequently Asked Questions for FAQs regarding holiday benefits
Full Time Exempt Employees
I typically work a full-time schedule of five eight-hour days from Monday through Friday in a department that provides critical services to the university. I am scheduled to work on the Tuesday of Academic Winter Recess. How am I paid for that day?
You will remove Academic Winter Recess hours worked on that day from the corresponding time off entry on your absence calendar, which will free up that amount of hours for later use within the next year.