Note: Employees who work less than 12 months and are not scheduled to work during the Winter Break period, as well as employees on unpaid leave, are not eligible for Winter Break pay. Employees who are not eligible for holiday pay are also not eligible for Winter Break pay.

Departments are encouraged to plan ahead to balance operational needs with providing time off during the break. Managers should communicate Winter Break expectations and schedules to staff in advance.

Winter Break is provided to staff as an opportunity for additional time off. Departments are expected to plan their operations in a way that minimizes additional payroll costs during this period. However, operational needs may require some employees to work during the break. In such cases, employees may be compensated at straight time for hours worked within the pay period in which the work occurs. Leaders should communicate Winter Break staffing plans to employees in advance.

To support departments that must remain operational during the break, managers have two options:

1. Provide compensatory time in lieu of additional wages. Compensatory time accrued during Winter Break does not create an obligation for immediate payment, as employees are already receiving regular pay for hours worked. Instead, the time may be banked for future use.
2. Pay employees for hours worked during Winter Break, in addition to their Winter Break pay.

If a department anticipates in advance that employees will be required to work during the break, it may designate alternative days in November or December for employees to take time off in lieu of the expected Winter Break workdays. If this is not feasible, employees may be granted compensatory time off through June 30 of the following year, equal to the number of hours worked during Winter Break. Employees who leave the University prior to using accrued compensatory time will be paid for that time.

In limited circumstances where employees are unable to use accrued compensatory time by June 30, the remaining balance should be paid at straight time in the first pay period following June 30.

Supervisors should consider departmental needs when reviewing vacation requests during December and January.

Depending on operational demands, departments may:

• Limit vacation requests near Winter Break
• Encourage the use of vacation time between academic terms

Department leaders should use discretion to ensure appropriate staffing and consistency.

Employees in bargaining units should consult their collective bargaining agreement or contact their HR Business Partner for details regarding Winter Break.