HR offers year-end reminders
With the holidays approaching, IU Human Resources offers reminders for staff about the recently announced additional winter break holidays, 2022’s final paycheck, how and when to use time off during the winter, and PTO rollover into sick leave.
Additional paid holidays for winter break
As shared by President Pam Whitten, the executive leadership of IU would like to recognize the efforts of IU faculty and staff with two additional holidays over winter break. Friday, Dec. 23, and Friday, Dec. 30, will be paid university holidays this year, and most IU offices are expected to be closed those days.
These are one-time, additional, paid holidays for the 2022–23 winter break. Timesheets and ePTO calendars will auto-populate with the holiday hours. For employees who must work on the Dec. 23 or Dec. 30 holidays, these are fixed-date, non-premium holidays (refer to Human Resources policy HR-05-30). They cannot be deferred to a workday of the employee’s choosing.
Year-end pay dates
- For staff paid biweekly, the last pay date of the year is Dec. 23, 2022, for time worked between Nov. 27, 2022, and Dec. 10, 2022.
- Staff paid monthly will receive pay for work during December 2022 on Jan. 3, 2023.
A reminder: For tax purposes, the last 2022 pay date for those paid monthly will be Nov. 30.
Use of unused 2021 holiday hours accruals
Unused holiday accruals from 2021 must be used by the end of the last pay period of 2022. For non-exempt staff, holiday time off earned in 2021 must be used by Dec. 24, 2022. For exempt staff, holiday time off earned in 2021 must be used by Dec. 31, 2022.
PTO sick leave rollover limit increased
At the end of each calendar year, full-time employees with unused PTO hours can now allocate up to 136 hours to their PTO sick leave account. PTO sick leave can be used to cover absences for personal and family medical needs. More information about how to roll over hours will be shared in IU publications as the rollover window approaches at the end of 2022.
Winter break office closings
Paid holidays for the 2022–23 winter break will be Friday, Dec. 23, 2022, Monday, Dec. 26, 2022, Friday, Dec. 30, 2022, and Monday, Jan. 2, 2023. A unit may close between these dates or beyond for a winter break office closing.
Use of accrued paid time off during winter break office closings
During winter break office closings, staff may use accrued paid time off as follows:
- Non-exempt staff may use vacation hours or compensatory time off. Non-exempt staff who use PTO (PAO and PAU staff) may use PTO or compensatory time off. Exempt staff may use PTO. Staff in any of these categories may also choose to take the time off as absent without pay and with time off accruals.
- Non-exempt staff cannot use income protection time, and exempt staff cannot use PTO sick leave to cover this time.
- Staff employees who do not have sufficient paid time off accruals to cover the office closing will either take the time off as absent without pay (with time off accruals) or be permitted to borrow up to 40 hours of time (see next section).
Borrowing vacation or PTO accruals during winter break office closings
Any employee who does not have sufficient time off accruals to cover a winter break closing will be permitted to borrow up to 40 hours of time off per the following:
- Employees should contact their unit payroll specialist for instructions.
- As soon as the employee earns vacation or PTO accruals, the borrowed time is charged against the accrued time.
- If the employee separates from university employment before earning the borrowed time, the employee’s final paycheck will be adjusted accordingly.
An employee may not borrow against future accruals to cover time off if the office remains open. With supervisory approval, they may take time off without pay and without benefit accruals.
Printable office closing and year-end announcements are also available at the HR website. For HR-related questions, contact HR at email@example.com. For payroll-related questions, contact the Office of the University Controller.