Money Monday - Holiday Shutdown

David Merriman Author

03/03/2025 Added

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[00:00:00.000]or second it's already december it's crazy to me um yeah we have for those counting we have
[00:00:07.520]15 working days until the shutdown keep a little tally mark for yourself um you know i'm gonna give
[00:00:16.400]it just another just a few seconds and then we'll jump in and i'll see if i can not screw up sharing
[00:00:21.360]my screen and stuff all right i'm going to turn off my video because otherwise my computer likes to
[00:00:34.320]crash if i share screen with that on so let's try this
[00:00:38.320]all right
[00:00:51.280]visible shared
[00:00:52.800]yes awesome thank you
[00:00:58.560]all right well here we are we're talking about holiday shutdown coming up here in
[00:01:06.400]three short weeks for those of you who've been around before this will be the shortest three
[00:01:10.800]weeks of your year and you will realize that you probably have stuff you wanted to get done but it
[00:01:14.480]went really fast and then we have vacations that's nice so as uh for most of you who are aware i'm
[00:01:21.120]just going to go ahead and share my screen with you and then i'm just going to go ahead and share
[00:01:21.260]kind of give a quick brief overview so we have the holiday shutdown is annual um the shutdown
[00:01:26.740]schedule so employees at the university of nebraska system are compensated for 13 federal
[00:01:32.720]holidays per board of regents uh some policy or other um and these are let's see seven of
[00:01:41.400]eight of them excuse me are observed at the time they happen you know so new year's day
[00:01:47.020]martin luther king day the list is here uh below there are five floating holidays
[00:01:51.100]we work throughout the year and bank if you're if you're holiday eligible i'll get into that
[00:01:56.480]in a minute um those bank holidays while they can be used in really any time um it's preferred we
[00:02:04.300]just kind of save them now you have them there for the shutdown um one thing to note that this
[00:02:09.060]year is unique in that there are six shutdown days as opposed to five so there is one extra
[00:02:15.420]day of leave that is required um or unpaid if you'd like again more on that in a little
[00:02:20.940]bit so first thing i want employees who are not eligible this is this is key um because
[00:02:29.340]it's not all employees earn holiday leave what we university uses the term regular to
[00:02:34.540]describe employees who do earn holiday leave those are going to be uh 12 12-month faculty
[00:02:40.140]you know permanent staff things like that um and there's a list on another slide these
[00:02:45.420]ones do not earn holiday leave temporary on-call student workers that includes ga's
[00:02:50.780]and nine-month faculty um and so they cannot enter any holiday leave temporary employees
[00:02:57.020]may be leave eligible and if you're a supervisor and you have temporary employees and you're not
[00:03:02.060]sure uh let me know and i'll help you out the quick way to remember is if they're over 50
[00:03:08.140]fte there's a good chance they are um not guaranteed but you know so let me know and
[00:03:14.140]we'll all let you we'll figure it out so those employees who are eligible for any leave
[00:03:20.620]um we use the ess leave system at chs this is a firefly tool it works in conjunction
[00:03:26.740]with ess time entry for bi-weekly employees um and we have a few requests um just again
[00:03:33.520]we have we need time to process things in the payroll office we want to make sure that
[00:03:36.580]you get paid correctly so please uh ensure all leaves should be entered by uh next friday
[00:03:42.180]um you can do it now though don't wait i mean i think i did mine last week there's no reason
[00:03:46.040]to wait um unless you're not sure what type of leave or something like that but please
[00:03:50.460]enter it as soon as you can and then supervisors keep an eye on it and approve it as well uh
[00:03:55.100]that allows us time to review and you know there's always questions about something or
[00:03:58.580]other so we want to make sure we get it done in advance because it can impact someone receiving
[00:04:04.140]incorrect pay during the holidays and that's not a headache anyone wants to deal with and
[00:04:10.380]a reminder that especially for supervisors as you review your leave leave entries if you have
[00:04:14.940]an employee who has a partial fte the leave is prorated accordingly just like their regular
[00:04:19.580]working hours
[00:04:20.300]so if someone works half time they'll enter half leave which is four hours
[00:04:24.300]and so on again if you have questions on that let me know i'm going to keep going through a little
[00:04:29.580]bit quickly because i know there's usually questions on these and i want to leave a lot
[00:04:32.140]of time for that so let's start with monthly employee leave entry again 12-month faculty
[00:04:38.220]postdocs permanent staff on monthly positions leave is entered it's pretty it's pretty easy
[00:04:44.300]you'll enter one entry for the 23rd and 24th this floating holiday or vacation any leave without
[00:04:50.140]pay or unpaid leave um is entered differently i'll yeah we'll talk about that uh the 25th
[00:04:56.700]and the first the actual holidays you don't have to do anything for monthly employees that's
[00:05:01.580]automatic um but then as you can see you'll need another entry for the 26th 27th 30th and 31st
[00:05:07.740]again whatever eligible leave probably floating holiday any leave without pay
[00:05:13.260]or unpaid leave but we have to enter for um monthly employees so i need just a a super
[00:05:19.980]visor or an employee email your supervisor have them forwarded on to chshr.unl.edu saying they
[00:05:25.580]approve i will actually enter all that um so in interest of my own workload sooner is better
[00:05:31.500]so i can have time to do so so that's monthly pretty pretty basic um it will need if you do
[00:05:38.540]this as floating holiday for two days and then three days after christmas and then one day
[00:05:42.700]vacation it's three total entries you you know just however you work it out it's pretty quick
[00:05:49.820]temporary bi-weekly employees here first of all um i guess this this pay cycle applies to all
[00:05:55.500]bi-weekly employees sorry i should have proofread a little bit but these are the quick with the pay
[00:06:00.540]dates just so you're aware um we refer to them as bw261 and i should say bw02 again i kind of went
[00:06:08.220]click on this just a few minutes ago um regular processing timelines apply the fridays the noon on
[00:06:14.300]friday right before the payday is your absolute last chance for us to correct things or do entries
[00:06:19.660]the pay period that ends next week next thursday on the 12th again as always you should be trying
[00:06:25.260]to get those entered the day either the last day of the pay cycle or the day after that the friday
[00:06:29.980]again that gives us time to get things going um there's no lever those are just regular i
[00:06:34.060]put that on there though because our deadline is the date last day before shutdown and
[00:06:38.300]it's there's a quick turn we need to get it done so the first uh bw01 uh it's even though
[00:06:44.940]it starts in december and is only working dates in december it's paid in january in 20
[00:06:49.500]25 that's why it's called oh one so regular hours will be entered like just like normal from friday
[00:06:55.740]the 13th uh to thursday the 20th and then we'll need to leave for um the 23rd through the 26th
[00:07:02.380]same thing at just normal schedule again for bw02 that should say i will correct because i think i
[00:07:07.260]might send these out i'll let dory do that later and then um those are those dates again leave has
[00:07:13.340]to be entered for a few dates and then regular hours after that and at which point we're back
[00:07:17.580]to normal
[00:07:19.660]so the here's the actual leave entry for non-temporary bi-weekly employee leave on
[00:07:25.740]the 20 again same thing on the 23rd and 24th if you are using vacation or sick leave you'll enter
[00:07:30.780]it in ess leave uh floating holiday or unpaid leave um actually i think caitlyn's on jump in
[00:07:36.940]if you can floating holiday we can do an ess leave also right for bi-weekly yeah for bi-weekly you'll
[00:07:43.100]request floating holiday through ess leave okay i will revise and send this back out
[00:07:49.180]and i'll yeah we'll go update our other memo we had if you're going to use unpaid leave bi-weekly
[00:07:53.340]employees can enter that directly in ess time again we'll need and i'll come back to this but
[00:07:58.620]we'll need prior supervisor approval if at all possible please do that sooner than later on
[00:08:05.180]december 25th and january 1st it's holiday in ess time per usual again then on the 26th 7 30th and
[00:08:13.580]31st the however you need to enter it vacation sick floating holiday and leave or unpaid leave
[00:08:19.020]in ess time and then right back to normal on the second so let's talk about work over shutdown um
[00:08:25.900]for the most part we shouldn't be you know a lot of people still do but it's i mean don't take your
[00:08:30.860]time off it's we all need it if there is specific need again we would need prior approval um because
[00:08:38.460]that's when when caitlyn is actually going through and reviewing all the leave entries all the time
[00:08:43.720]time for those dates, we're going to see regular hours entered over shutdown dates and say what's
[00:08:48.250]going on. If we have that approval and kind of the explanation in advance, we won't have to follow up
[00:08:52.590]and there won't be delays or just other questions needed. Now, so the employees who have been here
[00:09:00.790]the whole year should have all five days of floating holiday and vacation. If you do not
[00:09:04.890]have, unpaid can be used. Again, you can mix it all in there. But then there's also, if someone
[00:09:10.170]hasn't been here and hasn't accrued all their leave, it is, there are other, it's allowable to
[00:09:16.650]work. Again, we just need to know in advance. And some things to consider there might be professional
[00:09:22.110]development, things that you would normally allow on working time that just often we don't have time
[00:09:26.610]to do. But again, please let us know in advance and we'll talk about it. So the leave type to use,
[00:09:34.210]again, this is just some kind of info on just accruals here at UNL or at the NU system. You
[00:09:39.650]have the floating holiday. This is important timing, capped at 40 hours per year. It used to
[00:09:44.010]be 32. Then they added Juneteenth as a federal holiday a couple of years ago. So now we're at 40.
[00:09:51.230]Again, you can use vacation instead, but there will be a balance. And that is capped out. That
[00:09:56.890]is a system thing. The next floating holiday is February, I think it's 17th is President's Day.
[00:10:03.490]And if you have 40 hours going into there, you will not accrue that day. So just enter it,
[00:10:09.630]it's easier to use floating holiday, not have to worry about it.
[00:10:12.030]Comp time, for those of you who have comp time agreements and earn comp time instead of overtime,
[00:10:18.850]if you so choose, again, that should be approved in advance, just like overtime,
[00:10:22.710]same thing sent to CHSHR in advance. If you have those balances, please use comp time before
[00:10:29.190]vacation. Because again, that is limited as well. And we don't want you to lose out on accruing
[00:10:34.650]more if that's the plan. Again, just like those, vacation is maxed at $200.
[00:10:39.610]Which is seven weeks, if you're not sure. And if you're close, just, I mean, take some time off.
[00:10:46.210]You're working too hard. Just do it for yourself. You need to. If you opt to use unpaid, then again,
[00:10:51.650]this is important. The employee must be in pay status on the days prior and after the shutdown.
[00:10:59.590]That means Friday the 20th and Thursday the 2nd. Pay status doesn't mean working hours necessarily,
[00:11:06.030]but it does mean paid something or other. So vacation,
[00:11:09.590]or sick leave, whatever's appropriate, but it has to be a paid sort of time or leave.
[00:11:15.970]Otherwise, the two holidays in there, Christmas and New Year's, may not be paid. So that's very
[00:11:21.670]key. If you will be taking unpaid leave, again, we'll review when you send that in,
[00:11:25.050]and just to make sure. We want to get everyone paid for whatever they can, right?
[00:11:28.210]So unpaid leave. I don't think I will even stress this as much as I want to,
[00:11:34.470]but please send it in as soon as possible prior to the shutdown.
[00:11:39.570]The biggest thing here is unpaid leave may impact taxes. No one wants to do a tax return in the
[00:11:44.630]first place, and let alone no one wants to do a second tax return. I'm not saying you have to,
[00:11:49.510]but there is a potential. Whereas if it would be unpaid leave and result in a lower compensation
[00:11:53.950]total, well, then you may be overtaxed because the system's going to look at that and say,
[00:11:58.470]oh, you had a higher compensation tax at a higher rate or whatever's appropriate,
[00:12:01.750]and that may not be the case. We can't correct those immediately. They have to wait until the
[00:12:06.530]next pay cycle to be updated, and then there's just...
[00:12:09.550]It's a mess. For all of our sanity, please try to avoid it and put in
[00:12:14.550]unpaid early, if possible, if you will be using it.
[00:12:18.490]Let's see. So then, again, there's talking about the pay status for the last
[00:12:23.870]first and last days of the shutdown. So that's unpaid leave. Again, I'll go back.
[00:12:29.390]Really try to take paid leave, if possible. Okay, that was it.
[00:12:34.590]That's fast, but I wanted to leave lots of time here for questions
[00:12:39.530]and there's some other when we will email slides and a couple other resources that are out there
[00:12:44.290]already, including a link to the article that was in one of the bulletins, I think last week,
[00:12:49.750]maybe the week prior. So where a lot of this came straight from. So I'm going to
[00:12:55.170]stop sharing my screen so I can see you lovely people again and ask what questions do we have
[00:13:01.770]about things? Well, so Spencer, thank you. I'm on my phone now. So
[00:13:09.510]I can put that a couple of key things for everyone to remember based off of what Spencer
[00:13:16.330]just said as well. We are open for questions. So, and we will be trying to run some reports
[00:13:27.930]in advance on our end that we can do to kind of monitor, especially for floating holiday
[00:13:33.410]balances, things like that. So just we'll try to help there, but we do need a lot. We need
[00:13:39.490]staff and leave eligible people to do their part as well. We can't, we don't know what your plans
[00:13:44.590]are. Spencer, I have a question. Sure. What is the role for the graduate students in the department?
[00:13:57.910]That's a really good question, Satish. I'm a graduate chair. I have to ask. Right.
[00:14:09.470]Well, graduate students are treated like faculty. So they do not, they are not leave eligible.
[00:14:15.570]So the expectation is, is that they work the hours during the semester. So if you have a
[00:14:24.470]grad student that's been continuously working, then they would have the break off just like
[00:14:29.490]normal. And they shouldn't be expected to work over the break because that is not part of their
[00:14:34.670]contracted time. But if you have a grad student that, for example,
[00:14:39.450]needed to take some time off because of
[00:14:42.950]you know, or took a vacation or something, then you could ask them to work over the break
[00:14:49.530]to make up that time. So we don't track grad student hour by hour, but we do ask that they
[00:14:56.490]are overall working the time that they're supposed to be working.
[00:15:00.850]Thanks, Dory. That's when graduate students often, they are eligible to work during break
[00:15:09.430]breaks, work up to full time. And if you'd like to do that, we can do that. It just needs some
[00:15:13.310]prior notice and funding. Well, yeah, because then they would get extra pay. So if they work
[00:15:20.790]during their normal time and you want them to work over a break, then we would need to pay
[00:15:25.710]them more for that extra time that they are putting in. That's good to know.
[00:15:39.410]What other questions? Well, so I expect to see time entry requests for everyone here
[00:15:52.670]by the end of the day, since you're all here and heads up. So, and if you do work,
[00:15:59.290]if you do supervise anyone, please also make sure to reach out to your staff, your team,
[00:16:05.130]ask them to do the same, because again, it has to come to you to review as well,
[00:16:09.450]there's just, you know, things always, it takes time, and it seems like a small thing to have to
[00:16:13.990]go and correct later, but again, when it comes to getting paid correctly, we don't want to have to
[00:16:18.770]wait and have an error, you know, errors are bad. So, I'd say please, I've got to encourage everyone
[00:16:24.550]to do your time entry now, and supervisors, remind your staff.
[00:16:27.370]We will save this out there, so if you have employees that were unable to attend today,
[00:16:35.690]and they have questions on entering their leave, I know it can be a little confusing
[00:16:39.370]over the break, to have them go take a look at this, or they're always welcome to contact
[00:16:45.830]the business team, Caitlin, Spencer, myself as well.
[00:16:49.150]All right, well, thank you all very much. Have a great rest of your Monday, and now
[00:16:58.830]we're down to about 14 and a half working days, so.
[00:17:01.470]Thank you all. Thanks, Spencer.
[00:17:06.050]That's a good one.
[00:17:09.350]Good one, Spencer. Thank you. I have another question. Spencer left. Okay, I'll talk to you later.
[00:17:19.410]Okay.
[00:17:23.630]Thank you.

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Money Monday - Holiday Shutdown

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