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Employee Benefits
Benefits for Active Employees
Holidays 
Classified Employees 
(updated 11/11/2011)

Benefits-Eligible Classified Employees

Classified employees appointed to benefits-eligible positions may be eligible for holiday credit if they are in pay status the day before and the day after the holiday. An employee is "in pay status" if he or she is paid for time worked or for paid leave (i.e. sick or vacation leave).

Each full-time classified employee who is eligible for holiday credit will receive a maximum of eight (8) hours holiday credit for each holiday and shall also receive the same number of holidays in a calendar year as employees whose regular work schedule is Monday through Friday. Classified employees who work less than full-time on a regular schedule shall receive, for each holiday that falls on a day included in the employee's regular work schedule, holiday credit equal to whatever pay the employee would receive for that day if it were not a holiday.

Classified employees who work on a legal holiday at the request of their supervisor shall receive holiday compensation in addition to holiday credit.

Temporary Classified Employees-Appointed or reappointed on or after June 14, 1998

Temporary non-exempt employees appointed to positions on or after June 14, 1998 are no longer eligible to receive holiday credit for time not worked on a holiday per K.A.R. 1-9-2.

Temporary classified employees will continue to receive holiday pay at the rate of 1.5 times the regular rate of pay for those hours worked on a holiday.

Whether to pay an employee on the officially observed holiday or on the legal holiday.

Following are examples of how to determine whether to pay an employee on the officially observed holiday or on the legal holiday. In reviewing Article 9 of the Personnel Statues and Regulations regarding Legal Holidays preceded or followed by Officially Observed Holidays, four situations were considered and summarized for eligible, classified, full-time, nonexempt employees:

  • The employee works on the Legal Holiday (example: July 4, 1999), but not on the Officially Observed Holiday (example: July 5, 1999) = employee should receive holiday credit and holiday compensation on the Legal Holiday
  • The employee works on the Officially Observed Holiday (example: July 5, 1999), but not on the Legal Holiday (example: July 4, 1999) = employee should receive holiday credit and holiday compensation on the Legal Holiday
  • The employee works on both the Officially Observed Holiday (example: July 5, 1999) and the Legal Holiday (example: July 4, 1999) = employee should receive holiday credit and holiday compensation on the day in which the most hours are worked, but not on the other day (hours recorded as usual for non-holiday)
  • The employee worked neither the Officially Observed Holiday (example: July 5, 1999) nor the Legal Holiday (example: July 4, 1999) = employee should receive holiday credit for the Officially Observed Holiday

Reporting Holiday Credit

Holiday credit is reported with the earnings codes HDC, HCC or HCN.  Exempt employee do not complete a timesheet to report only holiday credit.

Holiday Credit (Pay)

Earnings Code: HDC
Multipler: 1.0 times regular rate of pay
Description: Used to request pay for the holiday credit
Used By: Classified Non-Exempt
Unclassified Non-Exempt
Count Towards FLSA? No
Counts Towards Leave Accural? Yes

Holiday Credit (Compensatory Time)

Earnings Code: HCC
Multipler: 1.0 hours comp time for every 1 hour of holiday credit
Description: Used to request comp time for the holiday credit
Used By: Classified Non-Exempt
Count Towards FLSA? No
Counts Towards Leave Accural? No

Holiday Credit Reporting Example

Howward Holiday does not work on the July 4, 1997 holiday.  He used the HDC code to report the holiday credit.  Click here to see the timesheet for this example.

 

Reporting Holiday Compensation


Working on a Holiday
Holiday compensation for working on a holiday is reported with the earnings codes HCP or HDP.  (The holiday compensation earnings code for work is used in addition to the holiday credit earnings code.)

Classified exempt employees must complete a timesheet to report hours worked on a holiday.

Holiday Compensation (Pay)
Working on a Holiday

Earnings Code: HDP
Multipler: 1.50 times regular rate of pay
Description: Used to request pay for working on the holiday 
Used By: Classified Non-Exempt
Unclassified Non-Exempt
Count Towards FLSA? Yes
Counts Towards Leave Accural? Yes

Holiday Compensation (Comp Time)
Working on a Holiday

Earnings Code: HCP
Multipler: 1.5 hours comp time for each 1.0 hours worked on the holiday
Description: Used to request comp time for work on the holiday 
Used By: Classified Non-Exempt
Classified Exempt
Unclassified Non-Exempt
Count Towards FLSA? Yes
Counts Towards Leave Accural? Yes

Holiday Compensation Time Reporting Example
Howard Holiday works 9 hours on Memorial Day and requests comp time.  He receives 8 hours HDC (Holiday Credit), 9 hours HCP (Holiday Compensation - Comp Time).  His supervisor requests that he only work 7 hours on Friday to keep him at 40 hours worked.  Click here to see the timesheet for this example.

 

Holiday/Overtime Compensation

When an employee works on a holiday and the hours worked on the holiday are eligible for overtime compensation, the earnings codes HDV or HCV are used.  (The holiday overtime compensation earnings codes are used in addition to the holiday credit earnings code and the holiday compensation earnings codes.)

Holiday Overtime Compensation (Pay)
Working on a Holiday and the Holiday Hours Worked are Eligible for Overtime

Earnings Code: HDV
Multipler: 0.5 times regular rate of pay
Description: Used to compensate for overtime hours worked on a holiday
Used By: Classified Non-Exempt
Unclassified Non-Exempt
Count Towards FLSA? No
Counts Towards Leave Accural? No

Holiday Overtime Compensation (Comp Time)
Working on a Holiday and the Holiday Hours Worked are Eligible for Overtime

Earnings Code: HCV
Multipler: 0.5 hours comp time for each 1.0 hours worked over 40
Description: Used to compensate (with comp time) for overtime hours on the holiday
Used By: Classified Non-Exempt
Unclassified Non-Exempt
Count Towards FLSA? No
Counts Towards Leave Accural? No

Holiday Overtime Compensation Reporting Example
Howard Holiday works 9 hours on the July 4 holiday.  He requests pay for the hours worked.  The hours worked on the holiday are eligible for overtime (hours worked greater than 40).  He will receive 8 hours HDC (Holiday Credit), 9 hours HDP (Holiday Pay), 1 hour HDV (Holiday Overtime Compensation - Pay) and 1 hour OTP (Overtime - Pay).  Click here to see the timesheet for this example.

Holiday Compensation Time Used

Holiday Compensation Time Used

Earnings Code: HCT/HCE
Multipler: 1.0 times regular rate of pay
Description: Used to report the use of holiday comp time
Used By: Classified Non-Exempt
Classified Exempt
Unclassified Non-Exempt
Unclassified Exempt
Count Towards FLSA? No
Counts Towards Leave Accural? Yes

 

Reporting Emergency Overtime Within A Workweek Of An Official State Holiday

Effective 8/17/2000 official state holidays occurring within a regular scheduled workweek can be counted as time worked for purposes of determining overtime in emergency situations.  An emergency is an unexpected, non-routine situation requiring urgent and prompt action, which cannot wait until the next scheduled workday.  This emergency should be determined and approved by the appointing authority.  The form Holiday Overtime Reporting must be completed by the department and sent to the Vice President for Administration and Campus Life for approval.

Holiday Credit Compensation (Comp Time) .01 - FLSA
Emergency Overtime Reported During A Week With A Holiday

Earnings Code: HOC
Multipler: 1.0 times regular rate of pay
Description: Used when a state holiday occurs during a regular scheduled workweek in which emergency approved overtime was worked.  The holiday hours may count towards time worked.
Used By: Classified Non-Exempt
Unclassified Non-Exempt
Count Towards FLSA? Yes
Counts Towards Leave Accural? No

Holiday Credit (Pay) .01 - FLSA
Emergency Overtime Reported During A Week With A Holiday

Earnings Code: HOO
Multipler: 1.0 times regular rate of pay
Description: Used when a state holiday occurs during a regular scheduled workweek in which emergency approved overtime was worked.  The holiday hours may count towards time worked.
Used By: Classified Non-Exempt
Unclassified Non-Exempt
Count Towards FLSA? Yes
Counts Towards Leave Accural? No

Approved Emergency Overtime During A Holiday Week Reporting Example
Howard Holiday had to work 1.25 hours over on Thursday due to an emergency situation.  Monday was a holiday.  The department had completed the Holiday Overtime Reporting form and received approval for the emergency.  This allow his holiday hours to be coded as HOO (he wants pay), and all 8 hours of Holiday should count towards 40 hours worked.  Click here to see the timesheet for this example.

Click here for more information on reporting time worked and leave taken