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The Vanguard Group

Holidays: Q&A

Last updated: 18 Nov 2013  BenefitsMailbox, Ext. 34BEN or 800-407-8576
 

The following are commonly asked questions that crew members ask about holidays.

How are holiday hours determined?
The Time and Labor system calculates holiday hours using the current Time and Labor schedule. You receive holiday hours equivalent to your scheduled workday. (See below for details on part-time and compressed shifts.)

I'm a nonexempt crew member. How do I record holiday time?
Holiday hours equivalent to the scheduled workday will already be populated in the Time and Labor timesheet for the pay period in which the holiday falls. Nonexempt crew members will not have to remember to enter the holiday time to be paid properly. If you are scheduled to work on a holiday, you will receive holiday hours equivalent to the scheduled workday. If you are not scheduled to work on a holiday, you will not receive the holiday hours.

Note: Exempt crew members will also receive holiday hours equivalent to their scheduled workday. Exempt crew members do not complete a timesheet.

I'm a nonexempt crew member that works a standard workweek. How will I be paid if I work on a company holiday?
Nonexempt crew members will receive the standard rate for the holiday hours up to the normal scheduled workday (including workdays that exceed 7.5 hours). Depending on the actual hours worked, you will receive straight overtime up to the first 40 hours worked and premium overtime for hours worked in excess of 40. Note: If you have had any unscheduled paid time off (PTO), jury duty, uniformed services leave, unpaid time, personal leave, family leave, short-term disability, or workers' compensation leave, the missed hours must be made up at the straight time rate before the premium rate can apply.

Note: You will not be able to float holiday hours for future use.

For example, John's schedule is Monday through Friday, 37.5 hours per week. Friday is a holiday, and John comes in to work for 7.5 hours. John worked 37.5 hours for the week. He will receive the standard rate for the holiday hours. In addition, he will receive 2.5 hours at straight overtime and 5 hours at premium overtime for the hours he actually worked on the holiday.

Mary's schedule is Monday through Friday, 37.5 hours per week. Friday is a holiday, and Mary comes in to work for 7 hours. Mary worked 5 additional hours prior to Friday. She will receive the standard rate for the holiday hours. In addition, she will receive 2.5 hours at straight overtime and 9.5 hours at premium overtime.

How would I record the holiday if worked?
On your timesheet in Time and Labor, click the plus sign (+) to insert a row that corresponds to the date of the company holiday; two rows will appear for this day. The first row defaults to the holiday hours equivalent to the scheduled workday. Record the hours worked during the company holiday in the second row and select Regular from the Time Reporting Code dropdown box.

I'm a nonexempt crew member that works a compressed schedule. How will I be paid if the company holiday doesn't fall on my scheduled day?
Nonexempt crew members who are not scheduled to work on a holiday will not receive the holiday hours. No entry is required on the timesheet.

I'm a nonexempt crew member that works a compressed schedule. How will I be paid if I work on a company holiday where the holiday does fall on my scheduled day?
Nonexempt crew members will receive the standard rate for the holiday hours up to their normal scheduled workday. Depending on the actual hours worked, you will receive straight overtime up to the first 40 hours worked and premium overtime for hours worked in excess of 40. Note: If you have had any unscheduled PTO, jury duty, uniformed services leave, unpaid time, personal leave, family leave, short-term disability, or workers' compensation leave, the missed hours must be made up at the straight time rate before the premium rate can apply.

For example, Jane's schedule is Monday, Tuesday, and Wednesday, 12.5 hours per day. Monday is the holiday and Jane comes in to work for 12.5 hours. Jane has worked 37.5 hours for the week. She will receive the standard rate for the holiday hours. In addition, she will receive 2.5 hours at straight overtime and 10 hours at premium overtime for the hours she actually worked on the holiday.

Joe's schedule is Monday, Tuesday, and Wednesday, 12.5 hours per day. Monday is the holiday and Joe comes in to work for 6 hours. Joe had unpaid time for 12.5 hours that week. He will receive the standard rate for the holiday hours. In addition, he will receive 6 hours at straight overtime for the hours he actually worked on the holiday.

How will I be paid if I work on a company holiday and the holiday does not fall on my scheduled day?
Nonexempt crew members who are not scheduled to work on a holiday but come in to work will receive premium overtime for that day as long as at least 37.5 hours were worked each week during the two-week pay period. If you had any unscheduled PTO, jury duty, uniformed services leave, unpaid time, personal leave, family leave, short-term disability, or workers' compensation leave in the two-week pay period, the missed hours must be made up at the straight time rate before the premium rate can apply.

How would I record this day?
Select the date of the holiday that corresponds to the date of the company holiday. Record the hours worked during the company holiday and select Unscheduled Day from the Time Reporting Code dropdown box.

For example, you are scheduled to work Monday, Tuesday, and Wednesday, for 9.5 hours per day. Thursday is a holiday.

I'm an exempt crew member. What if I'm asked by my manager to work on a company holiday?
Occasionally, to meet specific business needs, exempt crew members may be asked to work on a scheduled holiday. Management should consider flexible scheduling options during holiday weeks to fairly distribute the workload and allow adequate coverage for business purposes. Managers will be required to keep track of these issues within their own departments. Exempt crew members will be paid their standard salary whether they are scheduled to work on the holiday or not.

What if I work a part-time schedule?
Part-time crew members will be credited with time for a holiday in accordance with the Time and Labor schedule in effect at the time of the holiday. If you are scheduled to work on a holiday, you will receive holiday hours equivalent to the scheduled workday. If you are not scheduled to work on a holiday, you will not receive the holiday hours.

For example, if you are a part-time crew member scheduled to work five hours on Monday, Tuesday, and Wednesday each week, you will receive five holiday hours for any company holiday that falls on a Monday, Tuesday, or Wednesday. You will not receive holiday hours for a company holiday that falls on a Thursday or Friday.

I work a compressed shift including a weekend day. How do I account for time out of the office if the company observes a holiday on a weekday but the holiday actually falls on the weekend?
Crew members working a compressed shift will receive the holiday hours on the day of the company-observed holiday if that day is a scheduled workday. If a department is open on the actual holiday, you will be expected to work the shift. Otherwise, if you choose not to work on the actual holiday, you will need to submit PTO hours through Time and Labor.

Crew members on a compressed schedule who are scheduled to work on Christmas and/or New Year's Day will receive only holiday pay on those days. For all other holidays that fall on the weekend, you can work an unscheduled day (other than the holiday) during the week in which the holiday falls, or take the time as PTO.

For example: Joe works a compressed shift on Monday, Tuesday, Friday, and Saturday. The company is observing a holiday on Friday, although the holiday actually falls on Saturday. If Joe's department is open Saturday, Joe will either need to report to work or request and receive approval for a PTO day for that day. If Joe's department is closed, Joe can work on Wednesday or Thursday of the holiday week instead of Saturday. Since the holiday is being observed on Friday and Joe's compressed shift includes Fridays, Joe will receive holiday hours equivalent to his scheduled workday.

What if I am on a leave when a holiday occurs?
If you are on a full paid or unpaid leave during the holiday, you will not be paid for the holiday or be able to use the holiday hours at another time.

All crew members on a partial or intermittent leave, including exempt crew, should be using Time and Labor to record their approved out-of-office time. If you need to reduce your holiday hours to correctly reflect your leave time, you should contact Payroll Services at Ext. 14PAY or use the Payroll Services Inquiry form.