This Guide Memo describes University policy on designation of and payment for holidays. Review current designated holidays on the University Human Resources website.
Applies to Stanford University employees not covered by collective bargaining agreements. For policies that apply to employees covered by collective bargaining agreements, refer to the agreements between Stanford University and SEIU Higher Education Workers Local 2007 and Stanford University and the Stanford Deputy Sheriffs' Association. Agreements can be found at Labor Relations & Collective Bargaining.
Regular employees (those appointed for six months or longer on a continuing or fixed-term basis and for at least 20 hours a week) are eligible for paid holidays starting with the first day of employment. Temporary and casual employees are not eligible for paid holidays. To receive holiday pay, an employee must be on paid status on his/her regularly-scheduled work days before and after the holiday, except for employees on seasonal/temporary layoff, or approved leave status beginning the day after or ending the day before the holiday.
a. Scheduled Holidays
The days designated by the University for the observance of the following holidays are scheduled each year by the Cabinet. Those dates are normally scheduled as listed below:
|Days Designated as Paid Holidays|
|New Year's Day||January 1|
|Martin Luther King, Jr. Day||January - third Monday|
|Presidents' Day||February - third Monday|
|Memorial Day||May - last Monday|
|Independence Day||July 4|
|Labor Day||September - first Monday|
|Thanksgiving||November - fourth Thursday|
|Friday after Thanksgiving||November - as stated|
|Day before Christmas||December 24|
|Floating Holiday||See Section 5 below|
|b.Guide to Supervisors
Supervisors are also encouraged to accommodate staff requests to use vacation, personal time off or floating holiday to observe days of religious or other special significance other than those days designated as University holidays.
A holiday which falls on Saturday is observed by the University on the preceding Friday and a holiday which falls on Sunday is observed on the following Monday. When Christmas falls on Saturday and the holiday is observed on Friday, the "Day before Christmas" holiday is observed on Thursday.
The University may have a winter closure during the work weeks that include the day before Christmas, Christmas or New Year's Day holidays. Employees in operational units that observe winter closure will receive holiday pay for holidays that fall during the closure, and may use available PTO, floating holiday, accrued vacation, unpaid time off, or any combination of these, on the remaining closure days. See Administrative Guide Memo 2.1.8: Miscellaneous Authorized Absences.
a. Floating Holiday Policy
For regular, full-time employees, eight hours of floating holiday are available on January 1 (or date of hire for employees hired after January 1) and can be taken on any day or partial day within that calendar year that is mutually agreed upon by the employee and supervisor. The floating holiday is prorated for employees working less than full time.
b. Reporting Floating Holiday Time
c. Floating Holiday and Winter Closure
Employees may "borrow" up to their full amount of floating holiday before it is credited to cover time that would otherwise be unpaid during winter closure.
d. Guide to Supervisors: Floating Holiday in Cases of Termination
If an employee is to be terminated and the earned floating holiday has not been used by the employee, arrangements should be made for the employee to take the floating holiday prior to termination. If this is not possible, report the unused floating holiday on the Termination Web Form. The employee will receive regular pay for the holiday.
e. More information
For more information, contact your local Human Resources Manager (HRM). For a list of HRMs, please see the UHR website's Contacts page.
a. When Day of Holiday Observance Falls on a Scheduled Work Day and Employee Does Not Work on That Day
Part-time Non-exempt Regular Employees
Part-time non-exempt regular employees receive pay either for their straight-time hours scheduled for the day, or for the number of hours obtained by dividing their normal number of scheduled weekly work hours by five days, whichever is greater.
b. When Day of Holiday Observance Falls on Employee's Scheduled Day Off and Employee Does Not Work on That Day
c. When Employee Works on Day of Holiday Observance
d. When Day of Holiday Observance Occurs While Employee is on Leave