Entering Holiday Time

Holiday Pay Time Entry Reminder for 2015

Here is a review of procedures regarding time entry during the November and December breaks.  Hourly (non-exempt) employees must use specific pay codes to record time during the designated breaks; exempt (salaried) employees do not have use any special codes.  Please see the table below for specific instructions depending on status and whether or not employees work during the breaks. 

The 2015 holiday schedule is:

Thanksgiving Break:12:01 a.m. Thursday, November 26, through 11:59 p.m. Saturday, November 28

December Break:12:01 p.m. Wednesday, December 23, 2015 through 11:59 p.m. Friday, January 1, 2016 (the College reopens Monday, January 4, 2016)

Hourly Employees:  There are two pay codes – Holiday Pay and Holiday Premium Pay - that are used only during the designated holiday periods:

Holiday Pay (HOL): a benefit that is provided by Middlebury College to keep benefit-eligible employees’ pay whole without having to use CTO during designated holiday periods. It is not intended to provide extra pay.  HOL, which pays at an employee’s regular hourly rate, is to be entered for normally scheduled hours by non-exempt benefit eligible employees on days during the specified holiday break periods whether or not they work.  For the Thanksgiving break, up to two days may be entered, for the December break, up to seven and a half days may be used.  Employees who work variable or flexible schedules should coordinate entry of HOL with their supervisor to determine the appropriate number of HOL hours.

Holiday Pay Premium (HPP): a benefit that pays eligible non-exempt employees extra for working during the designated holiday periods. HPP, which pays at time-and-a-half the employee’s base hourly rate, is to be used by all eligible employees for hours worked during the specified holiday break periods. A limited number of part-time non-benefit eligible employees (such as those who work at the Snow Bow, as the Snow Bowl is open for regular business during the December) break are not eligible for HPP. Please speak with your supervisor or Human Resources if you have questions regarding your status or eligibility for HPP.

Exempt Employees: the Holiday Pay code will automatically default in for regularly scheduled time; no action is required on timesheets.  However, because of the half-day on December 23 this year, there are some special considerations to remember in cases where exempt employees take that whole day off.  Exempt employees typically record time away in full-day increments.  Since Holiday Pay defaults in by full-day increments only, none will default in for the half day (it will all be paid as Regular).  Therefore, if employees take the whole day off on the 23rd when the College is closed for a half-day, they should enter only a half-day of CTO. 

Employee Type

Who Worked on a Holiday

Who Did Not Work on a Holiday

Hourly benefit-eligible staff

Enter Holiday Pay for
any normally scheduled hours AND Enter Holiday Pay
Premium for hours actually worked.*

Enter Holiday Pay for
any normally scheduled hours.

Hourly non-benefit-eligible staff

Enter Holiday Pay
Premium for hours actually worked.*

No action needed.

Hourly non-benefit-eligible staff in positions designated as ineligible for HPP

Enter Regular for hours actually worked.*

No action needed.

Salaried, exempt staff

No action needed.

No action needed.  Holiday Pay code will default in during payroll.

* Remember to enter hours on the correct shift.

Please contact Human Resources if you have additional questions regarding time entry of HOL or HPP.


Q: I understand that holiday pay is for benefit eligible staff. However, I had coordinated with my supervisor and indeed worked during Thursday and Friday of Thanksgiving. Can I enter the hours normally in this case?

A: Worked hours during the holiday breaks should be entered as Holiday Pay Premium (HPP) by all non-exempt staff, whether or not they are benefits-eligible.  The only exception would be Snow Bowl non-benefits eligible employees, since the Snow Bowl is not closed during the December break.

Q: I am a benefits-eligible employee who normally works Tues-Sat;  how would I enter time for the Thanksgiving break if I am off Thursday and Friday, then work Saturday?  Would I get three days of holiday pay plus holiday pay premium?

A: You would have to use CTO for one of the three days (remember, the maximum holiday pay benefit is two days for the Thanksgiving break) if you were off all three days.  However, if you work on Saturday, you would enter holiday pay premium for the hours you work, but it wouldn’t be necessary to enter any CTO since you would receive your two days of holiday pay for Thursday and Friday.

Q: I normally work Sunday through Thursday; how would I enter my hours for the Thanksgiving break?

A: You would enter holiday time for Thursday, nothing for Friday and Saturday, and regular time for Sunday if you work that day.


Human Resources
Marble Works
152 Maple St.
Suite 101
Suite 203 (Benefits)
Middlebury, VT 05753
Phone: 802-443-5465
Fax: 802-443-2920
Benefits Fax: 802-443-2058