University Winter Closure
Most University of Arizona departments close or reduce operations between Christmas Eve and New Year’s Day. Three paid holidays fall within this period: Christmas Eve, Christmas Day, and New Year’s Day. Employees receive paid Closure Leave for the workdays between the paid holidays.
Based on critical need, supervisors may request approval from the Senior Vice President for Business Affairs to allow their department to stay open, or certain employees within a department may be instructed to remain at work. These decisions are made by the supervisor, not individual employees. Those who will be working during the University Closure should report normal work hours and work with their supervisor to use University Closure days at a convenient time before June 30 of the following year.
University Closure Dates
University Closure Dates for 2020: December 28–31, 2020
Holiday & Closure Pay
In order to be paid for the holidays and University Closure days, employees must be on “approved paid status” on the day before and day after the Closure. This means they must be in the University payroll system and either at work or on prearranged paid leave (such as vacation).
Under the University Closure Policy, effective May 19, 2017, all benefits-eligible fiscal-year employees will receive University Closure Time to be paid during the Closure days.
You do not need to do anything if your department observes Closure. Time will be automatically entered into your time sheet as follows:
Christmas Eve, Christmas Day, and January 1 = Holiday Time
Any days of University Closure = Closure Time
Looking for specific dates for future University Closure periods?
No. There will be no change to the Winter Closure policy for 2020. Full-benefits-eligible employees will have closure time preloaded on their time sheets as normal.
No. If you draw down your furlough or personal flex time balances, you cannot save closure time for use at a later date. Only employees who are required to work during the university closure period may report university closure hours later in the fiscal year.
Exceptions to University Closure
Departments whose work requires that they remain open during the University Closure may request approval from the Senior Vice President for Business Affairs.
Since these two employees will not observe the University Closure, they will be compensated as they would be on any other scheduled workday and should work with their supervisor to use the University Closure days at a mutually convenient time before the end of the next fiscal year (June 30).
No. A department’s management establishes the work schedules for its employees. Employees are not authorized to make an exception to the University Closure unless directed to work by their supervisor in order to meet departmental business needs.
In order to be on an "approved paid status," an employee must be receiving pay through the University payroll system based on regular work or approved paid leave that was scheduled in advance. If the employee is not receiving any pay through the University payroll system, then the employee is not on an approved paid status.
According to the Holidays policy, you must work or be on approved paid status on your last scheduled workday before and first scheduled workday after the holiday to qualify for holiday pay. For the annual University Closure, this means you must be at work or on an approved paid leave (e.g., vacation) on both (a) the last scheduled workday immediately before the Christmas Eve holiday and (b) the first scheduled workday immediately after the New Year's holiday.
Non-Exempt: For a full-time benefits-eligible nonexempt employee who is required to work on the holiday, there are two options.
- Option 1: The employee may be paid for eight hours of work and receive eight hours of holiday pay for the University-designated holiday.
- Option 2: The employee may be paid for eight hours of work on the University-designated holiday and the supervisor shall authorize an alternative day off work within the same pay period in place of the paid holiday. If the alternate holiday is one of the University Closure days, the employee may choose to bank the Closure day for later use.
Exempt: A full-benefits-eligible exempt employee who is required to work on the holiday receives regular pay for the work performed and the supervisor authorizes a different day off work within the same pay period as an alternative paid holiday.
Part-time full-benefits-eligible employees are entitled to a prorated amount of holiday pay, based on their current FTE, not on the number of hours normally worked in a day. To calculate pay for this employee, multiply 8 hours by the employee's FTE.
Example: 8 hours × .75 (FTE) = 6.0 hours of holiday pay.
Under ABOR policy University employees must work 20 hours a week in a position expected to last at least six months in order to receive benefits. Employees who work 19 or fewer hours per week are not benefits eligible. Limited-benefits-eligible employees work 20 hours or more per week in a position scheduled to last more three but less than six months. To comply with the provisions of the Affordable Care Act, the University offers them medical, dental, and vision insurance, but they do not qualify for other benefits.
Based on departmental business needs, supervisors may permit these employees to work extra hours in the weeks prior to University Closure.
University Closure Policy and Payroll Procedures
University Closure Time is not payable on separation from University employment. If you were required to work during the University Closure and received a University Closure day in compensation, you should use that time prior to ending your University employment.
Compassionate Transfer of Leave (CTL)
If your position is subject to University Closure, then you are not scheduled to work during those days. You will receive University Closure Time for Closure days.
If your position is not subject to the University Closure because your department remains open, then you would be scheduled to work. In this case you may continue using CTL for eligible absences.
Yes. According to the Holidays policy you must work or be on an "approved paid status" on your last scheduled workday before and first scheduled workday after a holiday to receive pay for that holiday. If you are receiving CTL, you are in an "approved paid status" because you are being paid through the University payroll system. For University Closure, you must receive CTL on both (a) your last scheduled workday immediately before the Christmas Eve holiday and (b) your first scheduled workday immediately after the New Year's Day holiday. Alternatively, you may receive CTL on the last scheduled workday before Christmas Eve and return to work on the first scheduled workday after January 1.
The University Closure period and the paid holidays of Christmas Eve, Christmas Day, and New Year's Day do not count against FML if your department is closed and the employee would not report to work.
If the employee's position is not subject to University Closure because your department remains open, FML should be charged for days the employee is absent from scheduled work.
Family & Medical Leave (FML)
The University Closure days and paid holidays of Christmas Eve, Christmas Day, and New Year's Day do not count as FML time.
Employees whose position is subject to University Closure will receive paid University Closure Time for those days.
If the employee's position is not subject to the University Closure because the department remains open, FML should be charged for qualifying absences from scheduled work.
If you are in paid status on the day before University Closure (i.e., actively at work or on vacation or sick leave), you will be paid for the Closure days and the Christmas Eve and Christmas Day holidays, but not for New Year's Day.