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Paid Time Off and Holidays

Internal resources

Paid Time Off (PTO)

You are eligible for PTO if you are a regular status employee in a half-time (.50 FTE) or greater position. Employees may roll over 40 hours of unused PTO at the end of the fiscal year (July-June).

Employees who FTE is less than 1.0 receive PTO on pro-rated basis, based on FTE.

  • 1.0 FTE salaried staff will receive an annual allocation of 30 days of PTO.
  • 1.0 FTE hourly staff will receive an annual PTO allocation based on their years of service.
    • For the first three years of service, the amount is 160 hours
    • For year 4 through 15, the amount is 200 hours
    • For over 15 years of service, the amount is 240 hours.
  • Pro-rated hourly staff will receive allocations based on their FTE (FTE X allocation amount for their years of service).
  • Pro-rated salaried staff will receive allocations based on their FTE (FTE X 30 days).

You must record and report all PTO used (in WorkDay).

  1. Salaried employee: you must take PTO in increments of not less than one-half day.
  2. Hourly employee: you may take PTO in increments of at least an hour.

You will request time off in Workday for approval by your manager. Your manager will then receive an Inbox task to review your time off request. They will either approve the request, deny the request, or send it back to you for changes. You must submit your time off request prior to the time off in order to be approved.

PTO request must be approved prior to taking time off. To quickly check the status of your Time Off request, you can use the My Time Off work-let in Workday. From the Time Off application, click ‘My Time Off’ under the View section. Your requested time off will appear on the list, along with its status. When the Time Off request is approved by your manager the status will be listed as approved.

Holiday Pay

Calvin University provides eligible employees with fiften paid holidays as determined by the university each year.  You are eligible for Holiday pay if you are a regular status employee in a full time (.75 FTE) or greater position.

Specific holiday dates are posted prior to each calendar year.

  • New Year’s Day
  • Martin Luther King Jr. Day
  • Good Friday
  • Memorial Day
  • Juneteenth
  • Independence Day
  • Labor Day
  • Thanksgiving Day and day after
  • Christmas Eve and Christmas Day
  • Normally defined workdays between Christmas Day and New Year’s Day

When a scheduled holiday falls on Saturday, the university generally observes the holiday on the preceding Friday. When a holiday falls on Sunday, the university generally observes the holiday on the following Monday.

 

You must record and report all holiday time used (in WorkDay). Employees who are scheduled to work during holidays may defer the holiday within the benefits year. unused or un-recorded holiday time is not paid out or able to be rolled over into the next benefit year.

You will request time off in Workday for approval by your manager (designating this time as a holiday). Your manager will then receive an Inbox task to review your time off request. They will either approve the request, deny the request, or send it back to you for changes. You must submit your time off request prior to the time off in order to be approved.

 

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