To: All Academic Professionals & All Civil Service Staff <everybody@illinois.edu> 
    From: "Elyne Cole" <e-cole1@illinois.edu>

Reply-To: tpalumbo@illinois.edu
 Subject: MASSMAIL - Holiday Schedule/Reduced Service days

TO:        All Civil Service and Academic Professional Employees

FROM:   Elyne Cole, Associate Provost for Human Resources

DATE:	  October 20, 2008

RE:	  Holiday Schedule/Reduced Service Days 


We are rapidly approaching the holiday season and I wanted to remind you 
of the holiday schedule, which will once again be accompanied by a period 
of Reduced Service Days.  An exact list of the holidays and reduced 
service days for December and January can be found at:  
<http://www.pso.uiuc.edu/Holiday_Schedule_2008-09.htm>

Please note this is the first year that there will be four reduced 
service days over the holiday period.  Employees have two floating 
holidays that can be used any time from July 1, 2008, until June 30, 
2009, which could be used to cover two of the four reduced service days.  
Departments are strongly encouraged to begin planning for this period and 
discussing these plans with their employees.  Employees should review 
their leave balances available for usage during the reduced service 
days.  


CONSIDERATIONS FOR EMPLOYEES

Gift/Excused Day:

* Staff employees who are required to work any part of that day will be 
compensated in accordance with Policy and Rules, Rule 11.13 (Excused 
Absence with Pay/Gift Day)
<https://nessie.uihr.uillinois.edu/pdf/policy/rules/pr11r13.pdf>.

* This is a gift/excused day.  Employees will not use benefits to cover 
this day.

* For payroll time reporting purposes, time for non-exempt staff 
employees should be recorded as regular hours.  Exempt employees will not 
record any hours, since they record only exception time (e.g., vacation 
or sick leave usage).


Reduced Service Days: 
* It is expected that most units will be closed and most employees will 
not be working on these four days.

* Employees may use floating holidays or vacation to cover this time if 
they do not work.

* In addition, non-exempt employees may use accrued compensatory time or 
take the time without pay.

* Exempt employees who do not have accrued vacation or floating holidays 
to cover this time cannot have their pay docked.  The unit may require 
such employees to work or can work with them to make arrangements so that 
they account for this time in an alternative way.  

* Employees who do not have benefits may choose to work these days.  
Units that plan to be closed during this time AND that have employees who 
want to work during this period should contact the appropriate Human 
Resources office in order to identify alternate worksites for these 
individuals as needed.  Units with staff employees who will be working 
should contact Corbin Smith, Manager of Labor and Employee Relations at 
333-3105 no later than Friday, November 28, 2008.  Units with academic 
employees who want to work should consult with Sharon Reynolds, Associate 
Director of Academic Human Resources at 333-6747.

* Since the reduced service days are not official holidays, employees who 
are required to work and those who choose to work will be paid their 
regular hourly rate of pay.  For payroll time reporting purposes, non-
exempt staff employees who work should record their time for these four 
days as regular hours.  Exempt employees who are required to work on one 
or more of these days should not record anything for the days they work, 
since they record only exception time (e.g., vacation or sick leave 
usage).

I hope our employees are able to take advantage of the opportunity to 
have time off in the period between Christmas and New Year Day.  
Questions regarding reduced service days may be directed to Corbin Smith, 
Manager of Labor and Employee Relations at 333-3105 or Sharon Reynolds, 
Associate Director of Academic Human Resources at 333-6747.

This mailing approved by:
The Office of the Chancellor

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