Medical College of Georgia Administrative Policies and Procedures
Office of Primary Responsibility: Human Resources Division
No. 1.4.26

Use of Scheduled Holidays

1.0 Purpose
To provide policies and procedures for the designation and use of scheduled holidays.

2.0 Policy
Employees classified in the categories of Regular Full-time and Regular Part-time are eligible for nine  (9) paid holidays during the year. Note: Temporary employees, regardless of work commitment, are not eligible for paid holidays. This category of employees includes personnel employed for a period not to exceed three (3) calendar months, regardless of work commitment; and all personnel employed for a period exceeding three (3) calendar months who are regularly scheduled to work less than half-time (twenty hours) each workweek.

3.0 Category

3.1 . Holiday Designations
The nine (9) scheduled holidays are New Year's Day, Dr. Martin Luther King, Jr.'s Birthday, (3rd Monday in January), Memorial Day, Independence Day, Labor Day, Thanksgiving Day, Friday after Thanksgiving, Christmas Eve and Christmas Day. Scheduled holidays occurring on Saturday will be observed on the preceding Friday; those holidays occurring on Sunday will be observed on the following Monday.

Note:  When Christmas Eve occurs on Friday, Christmas holidays will be observed on the Thursday and Friday preceding Christmas Day. When Christmas Eve occurs on Saturday or Sunday, the preceding Friday and the following Monday will be observed as holidays. At all other times, Christmas holidays will be observed on December 24th and 25th.

3.2. Substitute Holidays
If an employee is required to work on one of the nine (9) scheduled holidays, the employee's supervisor will arrange, as a part of the regular work week, a substitute paid holiday within 60 days before or after the actual holiday. A substitute paid holiday will also be scheduled if an official holiday occurs on an employee's scheduled day off.

4.0 Regular Part-time Employees
Payment for holiday hours to Regular Part-time employees will be in an amount equivalent to the employee's work commitment. Regular Part-time employees will be granted substitute holidays in accordance with the policy above.

5.0 Holiday Reporting
The holiday hours should be reported under the applicable date on the time card or time sheet. (see 1.2.07 for reporting methods). If an eligible employee is sick the day before and/or after a scheduled holiday and being reported as LWOP because they have no sick leave accrued, the day may be reported as a holiday. In instances of this type, the supervisor should attach a verification note to the time sheet. The above policy does not apply to employees on PAR processed Leave of Absence Without Pay (see 1.4.28).

NOTE: The number of holiday hours to record for Regular Part-time employees is the work commitment multiplied by 8 hours. If this time is not equal to the employee's scheduled workday, the remaining hours should be reported as annual leave or leave without pay.

6.0 Termination
A terminating employee shall not be paid for any scheduled holiday that occurs after the last working day of employment.

Date: 1 May 1981 | Rev. No: 03-1 | Rev. Date: 5 February 2003 | No. 1.4.26