The more questions to which you answer “yes,” the more complete your policy is regarding vacations and holidays.
- Do you have a policy:
- Regarding vacation days?
- Regarding holidays?
- Are these policies in writing?
- Do you have a system for tracking when vacation days and holidays are used?
- Do you use a computer system for tracking when vacation days and holidays are used?
- Is one person or one department responsible for enforcing your policy?
- Is your policy reviewed at least annually?
- Is your policy clearly communicated to employees?
- Do you communicate the number of vacation days as they are earned to employees?
- Do you communicate to employees vacation days available as vacation is taken?
- Do you use written communications with employees?
- Do you use an email system to communicate with employees?
- Does your policy:
- Address the issue of how vacation days accrue?
- Address what occurs with earned but unpaid vacation days when an employee is terminated (consider state law requirements, if any)?
- Make a distinction between what occurs with earned but unpaid vacation days based on the reason for the termination of employees?
- Have you considered?
- Whether your policy creates an employment contract for this benefit?
- Whether applicable law requires you to pay vacation days on a pro rata basis (i.e., 2 weeks of vacation a year is prorated on a 12-month basis)?
- Does your policy:
- Address what occurs when vacation days are not used?
- Address a limitation on the number of vacation days that can be carried over from year to year?
- Address a maximum limitation on accrual of vacation days?
- Make a distinction among employees with respect to the accrual of vacation days (e.g., hourly vs. salaried)?
- Address what occurs when an employee is required to work during a holiday?
- Address what occurs when an employee is recalled from a vacation?
- Address whether ill employees may use vacation time?
- Address whether employees who need to care for an ill family member may use vacation time?
- Permit floating holidays?
- Address what occurs when a holiday falls on a Saturday or Sunday?
- Allow the recognition of religious holidays in a nondiscriminatory fashion?
- State which individuals are eligible for vacation or holiday pay (e.g., full-time vs. part-time employees)?
- Sate whether employees must work certain amount of time to be eligible for vacation or holiday pay (such as 90% of the month), not including paid time off taken during the month?
- Address what occurs if an employee is absent the day before or after the beginning of a vacation or holiday?
- Address whether paid vacation must be used during a leave of absence?
- Include procedures for requesting vacation in advance and giving management discretion to schedule vacation times?
- Address the manner in which vacation requests are to be made (first come, seniority, or other)?
- Address when vacation pay is paid (before or after vacation)?
- Is your vacation and holiday policy coordinated with any union contract?
- Is your holiday policy coordinated with your other premium pay policies (e.g., overtime)?
For questions or assistance with your vacation/holiday policy, contact UniqueHR’s team of human resources professionals at 361-852-6392. They can help you formulate a policy that is in compliance with state and federal laws, and one that reflects your company culture. Be ready this holiday season!