DQA. Employee Handbook General

Holidays. The following days will be observed as paid holidays by the College for 12 month full-time employees who are regularly assigned to work schedules of at least 37.5 hours per week.

  • New Year's Day
  • Martin Luther King Day
  • Memorial Day
  • Independence Day
  • Labor Day
  • Thanksgiving Day and Friday following
  • Christmas Day

Breaks. The following days will be observed as paid breaks by the College for 12 month full-time employees who are regularly assigned to work schedules of at least 37.5 hours per week.

  • Easter Break
  • Spring Break
  • Fall Break
  • Christmas Break

Temporary employees are not eligible for holiday pay.  Holidays and breaks are not treated as "hours worked" for the purpose of calculating overtime pay.  If a holiday/break falls during an employee's scheduled vacation period, the day will be counted as a holiday/break rather than a vacation day. If a holiday falls on a Saturday or Sunday, the College will designate, in advance, what day(s) will be treated as a holiday. Employees not scheduled to work when the holiday is observed will not be compensated for the holiday.

The following holidays will be observed for employees who are regularly assigned to work at least 30 hours per work.

The college observes seven (7) holidays each calendar year with pay for employees who are regularly assigned to work schedules of at least thirty (30) hours a week.

  • New Year's Day
  • Memorial Day
  • Independence Day
  • Martin Luther King Day
  • Labor Day
  • Thanksgiving Day
  • Christmas Day

Employees on leave of absence are not eligible for holiday pay. Employees on FMLA who have paid time off available, are eligible for holiday pay.  Employees who are not scheduled to work during periods in which holidays occur, are not eligible for holiday pay.  Employees paid on an hourly basis and scheduled for more than 30 hours per week, will be paid their normal one-day number of hours for legal holidays observed by the college (i.e. 9 month employees – 6 hours; 37.5 hour work week employees – 7.5 hours; 40 hour work week employees - 8 hours; etc.).  On those occasions, when the College is closed on Friday after Thanksgiving and when the employee is not on-duty, holiday pay is not authorized.  For example, nine-month employees are not paid for Memorial Day or July 4.

For those eligible for holiday pay and who record time worked (non-exempt) for pay purposes, holidays are not considered as hours worked for overtime pay calculations. Employees in this category who are required to work on observed holidays will be paid one times their regular number of hours (i.e. 9 month employees – 6 hours; 37.5 hour work week employees – 7.5 hours; 40 hour work week employees - 8 hours; etc.), in addition to one and one half times the regular rate for hours worked on the holiday.

Scheduling of Vacations. Vacations are usually scheduled and coordinated during the May-August time frame, but may be scheduled at any time during the year subject to approval by the employee's supervisor, dean and vice president.  Employees should schedule vacation with their supervisor as far in advance as possible, and such vacations will be granted based upon work schedules. Vacation shall not be scheduled during the following periods:

  1. Any period that begins immediately prior or after any scheduled break (i.e. Fall break, Christmas break, Spring break, Easter break).
  2. The week prior to first class day of Fall and Spring semesters.
  3. The day of Commencement.

Vacation is not treated as "hours worked" for purposes of calculating overtime pay.

ACCRUAL AND FORFEITURE OF VACATION BENEFITS

The college fiscal year, September 1 to August 31, is the period used for calculating vacation benefits. Any unused vacation time not taken by August 31, will be forfeited.

EXCEPTIONS

Exceptions to this policy must be approved in writing by the President.

Overtime. Overtime pay is required for non-exempt employees whose hours worked exceed forty (40) in a work week.  Work week is Sunday to Saturday.  Paid time off that is not worked, such as holidays, breaks, vacation, and leave time, is not counted as "hours worked" for the purpose of calculating overtime. Approval is required for any additional hours worked that exceeds the regular scheduled work week (i.e. 30 hours, 37.5 hours, and 40 hours). Employees are not allowed to work additional hours unless it has been approved in advance by the direct supervisor, appropriate Vice President , and the President. Approval must be requested by the direct supervisor by emailing the appropriate Vice President.  If the Vice President approves, a request will be sent to the President by emailing overtimeapproval@southplainscollege.edu. The employee name, number of additional hours requested, dates overtime will be worked, and an explanation of why overtime is needed must be included in the email. Overtime hours worked must be supervised. Each employee's time clock record should be accurately recorded to reflect all time actually worked.

TIMECLOCK APPROVALS

Non-exempt, part time and student employees are required to use the current method (TimeClock Plus) for recording hours worked.  The employee’s direct supervisor will be responsible for approving recorded time in TimeClock Plus.  Time can be approved daily, but should always be approved on each Monday and also on the 21st of each month.

 

 

Revised March 21, 2016

 


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