Holidays, Time Off, & Leave

2019 - 2020 Holiday Schedule

Independence Day 2019 – July 4, 2019
Labor Day 2019 – September 2, 2019
Thanksgiving 2019– November 28, 29, 2019
Winter Break 2019 – December 24, 25, 26*, 27*, 30, 31, 2019 and January 1, 2020
Martin Luther King, Jr. Day 2020– January 20, 2020
Memorial Day 2020 – May 25, 2020

*Thursday, December 26, 2019, and Friday, December 27, 2019, are not paid holidays. These days must be charged against compensatory time (for hourly employees only), paid leave if available, or as leave without pay.  

2020 - 2021 Holiday Schedule

Independence Day 2020 – July 3, 2020
Labor Day 2020 – September 7, 2020
Thanksgiving 2020– November 26, 27, 2020
Winter Break 2020 – December 24, 25, 28*, 29*, 30, 31, 2020 and January 1, 2021
Martin Luther King, Jr. Day 2021– January 18, 2021
Memorial Day 2021 – May 31, 2021

*Monday, December 28, 2020, and Tuesday, December 29, 2020, are not paid holidays. These days must be charged against compensatory time (for hourly employees only), paid leave if available, or as leave without pay.  

Description of Closure

University offices will be officially closed on these holidays except where continuous operations must be sustained to avoid conflicts with patient care, teaching schedules, and service-related functions. This schedule may be altered for 24/7 service and some clinics. Please check with your department. The Tulsa campus may publish its own holiday calendar.

Employees who are required to work on published holidays will be provided alternative time to be taken on a date to be scheduled between supervisors and affected employees. 

Eligibility for Paid Holidays

Employees are eligible for holiday pay if they at least .50 FTE and are in Pay Status on either the day before or the day after a holiday specified in the current year’s holiday schedule in the above section(s).

Students and other temporary employees are not eligible for paid holidays. 

**IMPORTANT**

What is Pay Status? HR is now providing clarification about the meaning of the term “Pay Status”. Starting January 3, 2020, employees must be in Pay Status for a full shift to be eligible for the paid holiday. Pay Status can be a combination of the employee’s worked time and PTO. As shown in the example below, the Pay Status requirement is prorated based on an employee’s Full Time Equivalency (FTE). If an employee does not have PTO, the employee can be in Pay Status by working their full shift.

For example, if the employee is full-time (1.0 FTE), they must have a full 8 hours in Pay Status on the day before OR the day after the holiday. This requirement can be met with a combination of worked time and PTO. If an employee is part-time (.50 FTE), they must have a full 4 hours in Pay Status.

Ineligible for Holiday Pay: If this Pay Status requirement is not met for paid holidays after January 3, 2020, then the
employee is not eligible for holiday pay and it must be removed from their timesheet.
-  OUHSC: To remove holiday pay, Payroll Coordinators should complete the required form and submit it to Payroll. Contact Payroll with questions at Payroll-Services@ouhsc.edu or (405)271-2055.

Norman: To remove holiday pay in Workforce, Supervisors or Department Time Approvers must change the Holiday hours to 0.00 hours and add a row for 8.00 hours of Leave Without Pay for each day. Contact Payroll if you have questions at (405)325-2961.

Holiday Policy Section 3.10.2

Paid Time Off

Description: Benefits eligible employees earn Paid Time Off (PTO) through a leave accrual program as part of the comprehensive benefits package provided at OU. PTO is a combined leave bank of time for all approved time off, including vacation, personal time, bereavement, personal illness, and illness of a family member. 

Employees Who Earn PTO: Paid leave benefits are available to staff and 12-month faculty who hold benefits eligible appointments. Leave for medical residents and post-doctoral fellows at HSC and 9-month faculty is described on the HSC Programs link under Leave Accrual Rates below. Students and temporary employees are not eligible for paid time off.

Maximum Accrual: Paid leave time can be accrued up to the maximum allowance described on the links under Leave Accrual Rates below. Time accrued beyond the maximum allowance will be deposited in an Extended Sick Leave (ESL) account. 

Policy: Paid Time Off, Staff Handbook 3.10.1

Leave Accrual Rates

Other Leave and Work Absences

In addition to Paid Time Off, employees may also be eligible for other types of leave as described below.
Administrative Leave is applied when a benefits-eligible employee misses scheduled work time due to campus delays or closures. Below are important guidelines when reporting or issuing Administrative Leave. 

OUHSC Employees

OUHSC benefits‐eligible employees in Oklahoma City who missed scheduled work time due to campus closing or delayed opening should report their absence as “Administrative Leave” with pay when reporting attendance.

Part-Time Employees

Employees who are not benefits eligible – student employees, temporary employees, and part‐time employees appointed at less than .50FTE – are paid only for time worked and are not eligible for administrative leave.

Pre-Scheduled Leave

An employee scheduled to be on paid leave should continue to report their absence as “Paid Leave”, and should not have any part of their absence charged to “Administrative Leave”.

FMLA

An employee on continuous FMLA leave shall not be given Administrative Leave if their campus is closed during the period of approved continuous FMLA.
  • An employee with approved intermittent FMLA leave shall not have their FMLA entitlement charged for any period their campus is closed for a weather related event, etc.  These employees shall be given the full amount of Administrative Leave for the day(s)/time(s) of their campus closure.

Unscheduled Leave

An employee with unscheduled paid leave for the day should not have any part of their absence charged to “Administrative Leave”.
  • Example 1:  An employee calls with unscheduled leave for the entire day prior to a closure notice being issued, shall not be eligible for Administrative Leave.
  • Example 2: An employee calls in prior to a closure notice and alerts their department that they will not be in until noon.  A closure notice is issued statingthat their respective campus will be closing at noon. – This employee shall be charged  PTO or LWOP for the time taken prior to the closure; however, they are still eligible for the Administrative Leave from time of closure to the end of their work day.

Additional Time Off During Closure

Employees who take additional time before or after authorized “Administrative Leave” (on the day of/for safety related to reason for closure) should use PTO (scheduled or unscheduled) for the additional time off. These employees remain eligible for the authorized “Administrative Leave”.

Exceptions 

Certain employees who were called in to work during the university closure may be eligible for special pay or compensatory time off for hours actually worked. Department heads should establish consistent guidelines for granting additional compensation or compensatory time off in lieu of additional pay for employees within their department who worked during the closure. Any special pay or time off proposals should be approved by the appropriate vice president.
  • Any employee (essential or non-essential) that works part or all of the day where an official closure notice has been issued, shall not be eligible for Administrative Leave for actual time worked.

    • Example: Employee works 4 hours; 4 hours regular working time and 4 hours Administrative Leave.  If an employee who chooses or is required to work during a closure shall not be eligible for Administrative Leave for the time they actually worked. Administrative Leave is not bankable.

Satellite campuses

Employees working in satellite locations around the state should follow nearby University closures NOT public schools.
  • Enid- Northwestern Oklahoma State University
  • Lawton- Cameron University
  • Durant- Southeastern Oklahoma State University
  • Tulsa- OU Tulsa

I work from a residence (primary workplace) and/or a satellite location. How do I know if a closure applies to me?

Employee’s working from their residence should follow campus closures to the nearest campus listed below:

  • Enid – Northwestern Oklahoma State University

  • Lawton – Cameron University

  • Durant – Southeastern Oklahoma State University

  • Tulsa – OU Tulsa

  • Norman – OU Norman

  • HSC – OU HSC

What if my employee worked 3 hours on a day their respective campus closes?

It would be recorded as 3 hours worked, 5 hours Administrative Leave.

What if my employee worked their full shift during a campus closure?

No Administrative Leave is recorded. There are no Administrative Leave “make-up days”; Administrative Leave cannot be “banked”.

What if I am HSC employee working full-time on the Norman campus?

Employees should report Administrative Leave based on the campus on which they work.

If an employee has overtime during the week the University has a campus closure, is Administrative Leave decreased to take the employee down to 40 hours?

No. If the employee was scheduled to work but did not because of the closure, they are to receive the full amount of Administrative Leave. The additional hours the employee worked that week will be paid as “additional straight time,” but not overtime.

What if an employee calls in the day before or after a campus closure?

Administrative Leave is only awarded for days/hours of actual campus closure. If/When an employee chooses to stay home (due to weather conditions in their area), but the campus has not issued a closure notice, they must use Paid Time Off. 

The Office of Human Resources recommends a “liberal leave policy” when there is a weather event without an actual campus closure (within reason).

How to I record Administrative Leave with FMLA?

If an employee is on continuous FMLA and a weather related closure happens during the approved leave, this employee is NOT eligible for Administrative Leave.

If an employee has requested intermittent leave on the day of a weather related closure, their FMLA entitlement shall NOT be charged and this employee should receive the full amount of the Administrative Leave for the specified time frame.

Contact Human Resources
We serve the Norman, Oklahoma City, and Tulsa campuses. 

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