Holiday Provisions for Intercollegiate Athletic Staff Employees, College of Medicine Staff Employees, and University Police and Public Safety Sworn Staff Employees

HR34 – Holiday Provisions for Intercollegiate Athletics Staff Employees

The holidays as outlined in HR34 do not apply to Intercollegiate Athletics (ICA) Staff Employees. Such employees who are in standing and fixed-term I appointments will earn service day time in lieu of University holidays. The following provisions apply to such service day time:

- Service day time will be earned on the following schedule*

January 1 Sixteen (16) hours
May 1 Eight (8) hours
July 1 Eight (8) hours
September 1 Eight (8) hours
November 1 Eight (8) hours
December 1 Forty-Eight (48) hours

*New hires into ICA in a month with a Service day time accrual will receive that month’s Service day time accrual upon their date of hire, and will then follow the outlined schedule, with the exception of December accruals. A newly hired ICA Staff Employee commencing employment in the month of December will receive only eight (8) hours of service day time accrual for that month, and will be immediately eligible for the January service day time accruals.

- Employees may carry a maximum balance of 144 hours of service day time.

- Service day time (accruals and maximums) will be prorated based on the employee’s annual FTE for HR105 employees.

ICA Staff Employees must use accrued service day or vacation time to account for time off on a University holiday when the employee is not required to work that day.

ICA Staff Employees who are on an approved unpaid leave of absence continue to accrue service day time while in unpaid leave status. All other accruals are handled in accordance with HR34.

An ICA Staff Employee who terminates from University employment will receive the cash value of unused service day time (up to the maximum allowable balance), provided the employee has completed their probationary period.

Employees who transfer within a work unit, under the same service day plan, will maintain accrued service day time balance, up to allowable plan maximums. When an employee transfers between work units within the University, service day time will not transfer and is paid out at the time of transfer (up to the maximum allowable balance); this includes employees who transfer from one service day plan to another service day plan. When an employee transfers from a holiday-granting work unit to a service day work unit, they will not be provided with a pro-rated beginning service day time balance; however, employees will receive the service day accrual for the month of the transfer in accordance with the schedule outlined above.

(Effective 1/1/2020; Published 1/6/2020)

HR34 – Holiday Provisions for Full-time Staff Employees Located within the College of Medicine at Hershey Medical Center

The following holidays apply to standing and fixed-term I staff employees located within the College of Medicine, Hershey:

  • New Year’s Day
  • Memorial Day
  • Independence Day
  • Labor Day
  • Thanksgiving Day
  • December 25th

In addition to the holidays listed above, standing and fixed-term I staff employees located at the College of Medicine, Hershey will accrue six (6) additional service days. Twelve (12) hours service day time will be earned for each fully completed calendar quarter of continuous service. An employee must be eligible for a vacation and sick leave accrual in accordance with HR34 in every month of the quarter in order to be eligible to accrue service day time. Accrued time will be available for use on the last day of the month during the month in which it is accrued. Employees may accrue up to a maximum of 96 hours of service day time. An employee may only carry over 48 hours of service day time from one calendar year to the next. Service day time will be scheduled in the same manner as vacation.

An employee whose employment terminates will receive the cash value of unused service days (up to the maximum allowable balance of 96 hours), provided the employee has completed their probationary period and has given at least two weeks advanced written notice of resignation/retirement. Service days will not transfer and are paid out.  Employees who transfer from one service day plan to another service day plan will have service days paid out. There will not be a pro-rated beginning balance provided. Employees who transfer within a work unit, under the same service day plan, will maintain their accrued service day balance, up to allowable plan maximums.

HR34 – Holiday Provisions for Sworn Staff Employees Located within University Police and Public Safety

The holiday compensatory time provisions as outlined in HR34 do not apply to sworn staff employees located within University Police and Public Safety. The following provisions apply to the 12 days established as University holidays for such employees:

  • When the holiday occurs on the employee’s regularly scheduled day off and the employee is not required to work, the employee will receive an additional eight (8) hours of pay in lieu of holiday compensatory time.
  • When a holiday occurs on a regularly scheduled day off and the employee is required to work, the employee will receive an additional eight (8) hours of pay in lieu of holiday compensatory time plus double time pay for all hours worked on the holiday.
  • When a holiday occurs on a regularly scheduled work day and the employee is not required to work, the employee will receive (8) hours of holiday pay for the day.
  • Employees who are normally scheduled to work more than eight (8) hours per shift, are required to use paid time off to account time remaining on their shift during a holiday.
  • When a holiday occurs on a regularly scheduled workday and the employee is required to work, the employee will receive their regular pay for the day, and in addition, earn double time pay for any hours worked on the holiday.

Date Approved: 

Wednesday, December 20, 2017

Date Published: 

Wednesday, December 20, 2017

Effective Date: 

Friday, January 1, 2021