Feedback Requested: Holiday & Personal Leave Policies

Published 6/11/2021 10:00 AM CT
 

Illinois Heartland Library System Personnel Committee and the Board of Directors are actively involved in updating the IHLS Personnel Code. One of these updates include changes to the Holiday and Personal Leave policies. The various departments and staff at IHLS serve as one company, and the goal of the updates to these policies is to set an equal amount of time off between these various departments within the organization.

These policies were reviewed in a first reading at the Illinois Heartland Library System Board of Directors meeting on May 25, 2021, and they are now being sent out for member comment. Members of Illinois Heartland Library System are encouraged to review the proposed policies and share their comments. To make a member comment, please use the comments form below.

 

Holidays

IHLS observes ten paid holidays annually: New Year's Day; Martin Luther King, Jr. Day; Memorial Day; Independence Day; Labor Day; Thanksgiving Day and the day following; Christmas Eve Day, Christmas Day, and New Year’s Eve.  

A holiday schedule is posted at the beginning of each fiscal year on the IHLS website and on our IHLS intranet. Holidays falling on a Saturday will be observed on the preceding Friday. Holidays falling on a Sunday will be observed the following Monday. The only exception to this rule is if IHLS is already observing that day as a Holiday. Please refer to the holiday schedule for exact dates in which IHLS observes as a Holiday. 

The following conditions apply to IHLS Holiday pay policy: 

  • Employees who work 30 hours or more in a scheduled work week will receive a paid holiday. 
  • Employees that work 30-39 hours per week will receive holiday pay at a prorated rate. The prorated rate will be determined based on your routinely scheduled work week. For example, if you work 32 hours a week you will be paid 6.4 hours of Holiday Pay (32/40 *8hr) 
  • Holiday hours will be paid in 8- hour increments for full time employees. 
  • If a holiday falls on your normally scheduled day off, you will be given a floating holiday to ensure that you receive 10 holidays annually.     
  • Holiday pay will not be considered as time worked for the purpose of overtime calculations.  
  • In the event an employee works on a holiday, he/she will accrue holiday hours that they may choose another day off in lieu of the scheduled holiday.  Any holiday hours must be taken by the end of the fiscal year in which they are received, or they will be lost. 
  • All non-exempt employees that are required to work on a holiday will receive pay at time and a half.  
  • To accommodate employees of varying religions, employees may choose to work one of the above listed holidays and use that time to be absent during a religious holiday of their choice. This must be preapproved by your supervisor. Any holiday hours must be taken by the end of the fiscal year in which they are received, or they will be lost.  
  • Holiday leave hours earned will not be paid out upon termination.

 

Personal Leave

Eligibility 
Personal leave is provided to all employees both full and part-time employees. For record-keeping purposes, IHLS will issue employees’ personal leave up front as of July 1 of every fiscal year. Personal leave allotment begins upon hire or transfer into an eligible position, as noted above. Personal leave is prorated for new hires based on the employee start date. 
 

Allotment Rate 

 Employee Type 

Personal Leave 

Employees working 40 hours a week  

40 hours 

Employees working 30-39 hours a week 

Prorated * 

Employees working 29 hours or less a week 

16 hours 

*For example, an employee who works 32 hours per week is eligible for 32 hours of personal leave (32/40* 40) 
 

Personal leave must be taken by the end of the fiscal year in which they are received, or they will be lost.
 

The following conditions apply to IHLS personal leave policy: 

  • To take personal leave, an employee must notify the supervisor prior to the day of absence, if possible, or satisfy the notification set forth in the Attendance Policy. 
  • Although personal leave may be scheduled for use the day before or after a paid holiday or to extend vacations or weekends, this type of scheduling is dependent upon the advance approval of the supervisor. Consideration will be given to whether the hours can be covered by other staff members.
  • Personal leave will not be paid out upon termination. 
  • Personal leave will not be considered as time worked for the purpose of overtime calculations.  
  • Hours per week are based on the employee’s offer letter or employee change form. 

Member comment will close after Friday, July 2, 2021. IHLS Personnel Committee will review the comments at their next meeting, scheduled for Tuesday, July 6, 2021.

 

 

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