Regular hourly-paid employees are compensated for holidays in accordance to their respective Handbook/Collective Bargaining Agreement. It is important to report holiday time on the MaineStreet timesheet accurately to ensure correct pay.
Scheduled holidays are in accordance to the UMS pre-determined holiday schedule: http://www.maine.edu/about-the-system/system-office/human-resources/holiday-schedule/. Family holidays are eligible for premium holiday pay; refer to collective bargaining agreements or employee handbooks for details.
Not Working the Regular Holiday:
If the holiday falls on a day of the week on which the employee is normally scheduled to work, use time reporting code HOL as seen below:
Not Scheduled to Work on the Regular Holiday:
Employees normally not scheduled to work on the day a holiday falls should still report a day’s worth of time for that day using time reporting code HOLNS to receive the holiday benefit for that day. As all University holidays are scheduled to fall on weekdays, this should only apply to individuals who do not typically work a Monday-Friday schedule.
In the example below, the employee normally works a Tuesday-Saturday schedule. The holiday falls on Monday so they use the HOLNS code:
Working on a Regular Holiday:
Regular (or non-family) holidays include Columbus Day, Veterans’ Day, Martin Luther King, Jr. Day, Presidents’ Day and Patriots’ Day. On many of these holidays, the University remains open for classes and offices will be asked to keep a minimum staffing level to balance student needs and the desire to allow as many employees as possible to enjoy the day off. Please consult the specific memo distributed from Human Resources for each holiday to determine the type of holiday and if offices are expected to remain open.
Regular holidays are compensated at straight pay. Any time worked on the holiday is also compensated at the straight rate. When working the holiday, time needs to be entered correctly so that time is paid both for the holiday as well as for time working on the holiday. The HOLW time reporting code indicates time worked on a regular holiday.
In the example below, the employee normally works a 40-hour schedule Monday-Friday. They have worked on the Monday holiday so they enter 8 hours of HOL as well as 8 hours of HOLW:
Working on a Family Holiday:
Family holidays include Independence Day, Labor Day, Thanksgiving Day, Day after Thanksgiving, Christmas Day, New Year’s Day, and Memorial Day. On these days, classes are not in session and all office may close. Individuals may be required to work on these days to ensure continuous operation of the University. Always consult the memos issued by Human Resources to determine on which date the holiday will be celebrated by the University. For example, if New Year’s Day falls on a Sunday, the day celebrated will normally be the following Monday.
Family holidays are compensated at straight pay. Any time worked on the holiday is compensated at the time-and-a-half rate. When working the family holiday, time needs to be entered correctly so that time is paid both for the holiday as well as for time working on the holiday. The HOLFM time reporting code indicates time worked on a family holiday.
In the example below, the employee normally works a 40-hour schedule Monday-Friday. They have worked on the Monday holiday so they enter 8 hours of HOL as well as 8 hours of HOLFM:
Closing of the University System by the Chancellor is designated an administrative holiday for a day or occasions such as a national day of mourning or other observance.
Not Working on an Administrative Holiday:
If you are not scheduled to work an administrative holiday, you do not get any additional pay or additional time off. Therefore, there is no time reporting required.
Working on an Administrative Holiday:
When working an administrative holiday, time needs to be properly entered as HOL so that time is paid. HOLAD is used in addition to the HOL code to indicate time worked. In the example below, an employee normally works a 40 hour schedule Monday through Friday. She works from 8 to 4:30, and the Holiday starts at Noon, so she enters 4 hours of REG, 4 hours of HOL and 4 hours of HOLAD for Friday.
Compensatory Time for Working a Holiday
Working on a Holiday and Saving as Compensatory Time
Employees may be asked (or request) to earn compensatory time in lieu of the pay while working during the holiday. Note that the comp time is recorded at the same amount as the time worked. The code (CMNSV) is used for Non-Represented employees. Employees represented by ACSUM should use CMCSV, those in Service and Maintenance should use CMMSV and those in the Police unit should use CMPSV. If you work the holiday and choose to earn compensatory time you would report your time as follows:
Working on a Family Holiday and Saving as Compensatory Time
Employees may be asked (or request) to earn compensatory time in lieu of the pay while working during a family holiday. Note that the comp time is recorded at 1.5 times hours worked for working a family holiday. The code (CMN15) is used for Non-Represented employees. Employees represented by ACSUM should use CMC15, those in Service and Maintenance should use CMM15 and those in the Police unit should use CMP15.