POLICY 302.A - Regular Part-time Employees, UAB Hospital Employees, UAB Police Department employees, and UAB Call Center Employees

Due to the special requirements of the UAB Hospital, the UAB Police Department and the UAB Call Center, the holiday policy for employees in those units is somewhat different from the policy for all other employees.

All Regular Part-time, UAB Hospital, UAB Police Department and UAB Call Center employees accrue twelve personal holidays (up to 96 hours) per year rather than three personal and nine designated holidays. These twelve holidays may be scheduled at any time during the year with the supervisor's approval. For nonexempt employees, the holidays must be requested prior to the beginning of the pay period in which they are taken. New employees are eligible to use personal holiday time as it is accrued.

For full-time regular exempt and 3/12 hour shift employees, personal holidays accrue at the rate of one day (8 hours) per month,up to twelve days (96 hours) per year. Full-time regular nonexempt employees accrue these holidays at a rate of 3.69 hours per pay period, up to 96 hours per year.

Part-time regular exempt employees as well as Reduced Work Schedule employees accrue at a prorated amount based on their assigned FTE up to twelve days (96 hours) per year. Part-time regular nonexempt employees as well as Reduced Work Schedule (32 hours or more and 10 month) employees accrue at a prorated amount based on hours paid per pay period up 96 hours per year.

Any Hospital departments/units desiring to close on regular designated UAB holidays must obtain prior approval from senior leadership or his/her designee at least two weeks in advance. If approved, employees in those departments/units may schedule those days as personal holiday or vacation time. Days off without pay will only be allowed if no benefit time is available for use.

Personal holidays must be taken prior to notice of termination; they will not be paid as terminal leave or during the period of notice.

POLICY 302.B - All Other Regular Employees

Regular full-time employees are entitled to twelve paid holidays each year. Nine designated holidays are New Year's Day, Dr. Martin Luther King, Jr. Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Thanksgiving Day, the day after Thanksgiving, and Christmas Day. If a holiday falls on Saturday, it will be observed on the preceding Friday; if the holiday falls on Sunday, it will be observed on the following Monday.

In addition to the nine designated holidays, a regular full-time employee may take three working days (24 hours) during the year as personal holidays.

The personal holidays for exempt employees must be taken between July l and June 30 each year. On June 30, unused personal holidays will be forfeited; on July 1, three new days will be added for the coming year. Personal holidays must be taken prior to notice of termination; they will not be paid as terminal leave or during the period of notice.

The personal holidays for nonexempt employees must be taken between the first biweekly pay period with a July pay date and last biweekly pay period with a June pay date. Unused personal holidays will be forfeited. In July, three new days will be added for the coming year. Personal holidays must be taken prior to notice of termination; they will not be paid as terminal leave or during the period of notice.

Employees required to work on designated holidays will be paid a maximum of eight hours for the holiday in addition to the number of hours worked. An employee who is scheduled to work the day before or after a holiday or on the holiday and fails to do so will forfeit holiday pay unless a legitimate reason for absence is approved in writing by the department/unit head. A physician's certification may be required for such absences to be paid.

Employees working on designated holidays may take another day off without pay with the approval of their supervisor or department/unit head.

If a recognized UAB holiday occurs during an employee's vacation, the holiday will not be charged to vacation time. If UAB is closed for emergency purposes (for example, bad weather) during the time an employee is using personal holiday time, those days will still be charged to personal holiday time.

For all UAB employees, current personal holiday balances are available through UAB Tracking Systems. Employees should contact their supervisor for information concerning discrepancies in their personal holiday balances. If a supervisor has questions about accruals, they may contact HR Records Administration at 205-934-4408. Once time is reported as personal holiday, it cannot be changed to another form of benefit time without a supervisor's approval.

Additionally, every effort will be made to schedule an employee's personal holiday and/or vacation time at the time it is requested. However, in scheduling time off, the effective continuation of the normal work routine will be the primary consideration. One's supervisor, manager, or department/unit head will make the determination as to whether an employee's personal holiday or vacation time can be taken at the time requested.