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Holidays

UNDERSTAND

There are 11 paid holidays per year – ten (10) designated holidays and one personal holiday. See the UW's holiday calendar for the complete holiday schedule.

Full-time (100% FTE) employees receive eight (8) hours of regular pay for each holiday, including the personal holiday. Part-time employees who work at least half time (50% FTE) receive pay for holidays at a rate proportionate to the percentage of their appointment (e.g., half-time employees receive four (4) hours of regular pay for each holiday).

Eligibility

All monthly-paid employees are entitled to regularly scheduled state holidays. Classified non-union employees are eligible to be paid for the holiday if they are in pay status for the entire work shift on the work day preceding a holiday. Contract-classified and professional staff employees are eligible to be paid for the holiday if they are in pay status for at least four hours on the work day preceding a holiday. 

Employees who hold appointments for periods of less than 12 months are eligible to receive only those scheduled holidays that fall within their appointment term.

Holidays and alternate schedules – Holiday Credit

If a holiday falls on an employee’s regularly scheduled day off, the employee will receive holiday credit equal to the appointment’s percentage of full time. The holiday is worth a maximum of eight (8) hours for full-time appointments (100% FTE), and pro rated down to four (4) hours for half time appointments (50% FTE). An employee may request to use holiday credit as soon as it is accumulated, i.e. the employee does not have to wait to use holiday credit until the month following its accumulation.

Employees whose number of scheduled work hours varies throughout the work week (e.g., work schedules other than a Monday through Friday schedule in which the employee works the same number of hours per day) work alternate schedules.

If a designated holiday or personal holiday falls on a day the employee is regularly scheduled to work and the scheduled work hours are greater than the holiday hour entitlement, the difference between the scheduled work hours and the holiday hours must be made up from annual leave, accrued compensatory time or leave without pay.

If a holiday falls on a day the employee is regularly scheduled to work and the scheduled work hours are less than the holiday hour entitlement, the difference between the holiday hours and the scheduled work hours is accrued as holiday credit.

Holiday credit use deadlines

All accrued holiday credit must be used or paid annually.

Classified staff: Employees must use the holiday credit, or be paid by the following deadlines:
Harborview Medical Center and UW Medical Center: September 30
All other units: June 30

Professional staff: Holiday leave is to be used within 90 days of the holiday for which it was earned.

The balance of unused holiday credit should be used or paid if an employee moves from one staff position to another within the University or when separating from University employment.

ACT

Approving Use of Holiday Credit

If an employee asks to use accrued holiday credit hours, consider the following items in order to review and approve the employee’s request:

  1. Verify the employee’s holiday credit balance. If your department uses the UW Online Work/Leave System (OWLS) to maintain its employees’ leave records and you are authorized to view the employee’s record, log in to OWLS, and review the employee’s holiday credit balance. If your department uses another authorized alternative system, check with your department’s timekeeper.
  2. Check to ensure that the requested dates meet the deadline for using holiday credit.
  3. Follow your department’s normal leave request procedures to provide the employee with written approval in advance of the effective date(s) for use of holiday credit.

Approving an Extension for Holiday Credit Use

If an employee wishes to request an extension for use of accrued holiday credit, you will need to take the following steps in order to obtain an extension for the employee:

  1. Check the holiday credit deadlines outlined above, keeping in mind that professional staff employees have different rules.
  2. Submit a written request for extension of the deadline to your department’s Human Resources Consultant. The request will need to include the reason for the extension and the proposed plan of use.
  3. If approved, retain a copy of the approval in the employee’s department file to support entries made in OWLS, or other authorized leave tracking system.

EXPLORE

The University lists the ten (10) paid holidays on the UW Holiday calendar.

If a professional staff employee's normal workweek schedule requires them to work on a holiday, the employee receives holiday leave credit in the form of an alternative day off.

Holiday credit is also referred to as Holiday Compensatory Time.