Additional Winter Break Paid Holidays
2023-2024 Winter Holidays
In recognition of staff and faculty, President Whitten and the cabinet announced four additional paid holidays to give employees a longer winter break this year: IU offices will be closed Monday, Dec. 25, 2023, through Monday, Jan. 1, 2024.
Resources
In addition to these paid holidays, units may also close around the above paid holidays. During any office closings other than the paid holidays above, staff may use accrued paid time off as follows:
- Non-exempt staff may use Vacation hours or Compensatory time off. Non-exempt PAO & PAU staff may use PTO or Compensatory time off, as available. Exempt staff may use PTO. Staff in any of these categories may also choose to take the time off as Absent Without Pay with time off accruals.
- Non-exempt staff cannot use Income Protection Time and exempt and Non-exempt PAO and PAU staff cannot use PTO Sick Leave to cover this time.
- Staff employees who do not have sufficient paid time off accruals to cover the office closing will either take the time off as Absent Without Pay (with time off accruals) or be permitted to borrow up to 40 hours of time (see next section).
Borrowing Vacation or PTO Accruals During Office Closings
Staff employees who do not have sufficient time off accruals to cover holiday office closings beyond the paid holidays above will be permitted to borrow up to 40 hours of time off per the following:
- Employees should contact their unit payroll specialist for instructions.
- As soon as the employee earns Vacation or PTO accruals, the borrowed time is charged against the accrued time.
- If the employee separates from university employment before earning the borrowed time, the employee’s final paycheck will be adjusted accordingly.
If the office remains open, staff may not borrow against future accruals. With supervisor approval, they may take time off (Vacation/PTO) or be absent without pay and without time off accruals.
Contact IUHR at or the Office of the University Controller at (812) 855-0375 for questions.
Frequently Asked Questions
What is changing?
As announced by IU President Pamela Whitten and her cabinet, in appreciation for staff and faculty’s commitment to IU, full-time IU employees will receive four additional paid holidays for the 2023-2024 academic year during the winter break. These one-time holidays give employees more time off during a typically busy holiday season.
All IU offices are expected to close from Dec. 25 through Jan. 1, except where continuous service is required. On these holidays, eligible staff employees are excused from work and receive their regular pay for these days.
Who does this change affect? Who’s eligible?
Staff: These changes affect all staff employees subject to the HR Holiday policy (HR-05-30).
Part-time employees are ineligible for paid holidays. Part-time employees required to work on a holiday receive their regular pay for the hours worked.
Faculty: Many faculty observe winter break during this time unless they are participating in winter classes. Faculty and student employees should seek guidance from their school or department for how this change may affect them.
When are these additional paid holiday dates?
The additional university-supported holidays complement the existing winter break holidays and are scheduled by the university. They will be observed from Dec. 26 through Dec. 29. Below is a chart of upcoming 2023-2024.
| Christmas Holiday | Additional Holidays | New Year’s Holiday |
|---|---|---|
| Monday, Dec.25 | Tuesday, Dec. 26 Wednesday, Dec. 27 Thursday, Dec. 28 Friday, Dec. 29 |
Monday, Jan. 1 |
Do I need to use my PTO or Vacation time for these additional days?
No. These are paid holidays for eligible staff.
Your office, department, or unit may require some staff to work during these additional days to ensure continuous service. If that is the case, those employees will be compensated in a manner consistent with Premium Holidays as identified in the holidays policy.
Will these holidays automatically appear on my timesheet or ePTO calendar?
Yes. The additional holidays will be automatically generated on biweekly timesheets. For ePTO users, the holidays will be automatically generated on Nov. 9, 2023. Any time off hours currently entered on the new holiday dates will be removed and replaced with the holiday hours.
Is my office, department, or unit open?
Except where continuous service is required, IU offices are expected to close during these additional holidays; however, the university remains open and is expected to provide continuous service.
Staff: Supervisors should communicate with their staff if their area provides continuous service and will remain open over these holidays. If staff are unsure, they should discuss this with their supervisor.
Faculty: Many faculty observe winter break during this time unless they are participating in winter classes. Faculty and student employees should seek guidance from their school or department for how this change may affect them.
If I am required to work, are these additional days premium or non-premium holidays?
Employees who are required to work during these additional holidays will be compensated in a manner consistent with Premium Holidays as identified in the holidays policy.
What if I plan to retire or leave IU on one of those holidays?
Typically, an employee’s final date of employment cannot be a weekend or a university holiday. However, IUHR wants to ensure that employees with existing retirement or resignation plans are not negatively affected by the newly announced holidays.
Please contact your local HR professional if you would like to adjust an existing retirement or resignation date.
Separations are still not allowed for staff employees on Dec. 25, 2023, Dec. 31, 2023, or Jan. 1, 2024.
I typically approve timesheets, do I need to approve them over the holidays?
Unit leaders should determine how their units will ensure the timely approval of timesheets over the winter holidays.
For the pay period ending Dec. 23, 2023, supervisors will have until end of day Tuesday, Dec. 26, 2023, to approve timesheets. Payroll processors will then have until end of day Wednesday, Dec. 27, 2023, for their approvals.
