Guidelines for Administering Summer Hours and Winter Break

Guidelines for Administering Summer Hours

Guidelines are listed below to assist in administering this paid time off to those departments that are able to observe summer hours.

Eligibility for Summer Hours

During the summer, full-time staff have the benefit of working 35 hours a week, from 8:00 am to 4:00 pm, with an hour for lunch. Part-time employees do not reduce their hours in the summer, and must work at least 3 hours on each day that they work.

It is important to note that no department is required to work summer hours, and some departments may not observe them at all if their duties and responsibilities are better served by working the standard schedule during all or part of the summer month. Individual department observance of summer hours is determined by your Department Head. For more information about the payment of overtime please refer to policy 40.031.

Vacation and Sick Time

Vacation and sick time accrual is fully detailed in HR Policies #30.021 and #30.022. As a general reminder, vacation and sick time accrual rates for full-time staff during summer hours are based on the regular schedule of 7.5 hours per day. Part-time and term employees should consult the policy for information about calculating their monthly accrual rates. Please note that vacation time does not accrue for full-time staff during the month of June.

Vacation and sick time utilization for full-time staff is also based on the regular schedule of 7.5 hours per day. Thus, if a full-time employee takes a week's vacation during the summer, that employee's accrued vacation time would be reduced by a full week (37.5 hours).

Vacation and sick time is charged in full or half day increments for exempt staff. Non-exempt staff should have their accruals adjusted based on a 7.5 hour day. For example, if a full-time non-exempt employee works without a lunch break from 8:00 am – 1:00 pm and then leaves for the day, that employee has worked 5 hours and will use 2.5 hours of accrued vacation or sick time that day. Please note that under Rhode Island law, all staff must take at least a 20 minute (unpaid) lunch period if their work day exceeds six hours.

Guidelines for Administering the Winter Break

The Administration has again approved a special Winter Break for faculty and staff. The schedule for this year's Winter Break has been announced by Beppie Huidekoper, Executive Vice President for Finance and Administration.

With the exception of the Christmas Eve holiday, the Christmas Day holiday, and the New Year's Day holiday, Winter Break days off are not official University holidays nor will they count against a staff member's vacation time.

Please note: Employees who work less than 12 months and who are not scheduled to work during the Winter Break period and employees who are on an unpaid leave are not eligible for pay for Winter Break. Employees who are not eligible for holiday pay (HR Policy #20.051) are not eligible for pay for the Winter Break. Sufficient lead time has been provided to departments to assess workloads and evaluate staffing needs during the Winter Break. To assist you in managing your staff and to ensure consistent treatment of employees who will be required to work during the Winter Break closing, we are providing a few guidelines to help in you in administering this paid time off.

Compensatory time for employees who work during the break
This winter break was approved with the understanding that departments would manage their operations to minimize additional payroll expenses and to afford employees additional time off. Toward that end, we strongly encourage managers of departments that must remain operational during the break, to compensate staff with compensatory time in lieu of paying additional wages. The compensatory time accrued during the break does not create a legal obligation to pay staff within the same pay period; consequently, the time worked can be “banked”.

  • If a department knows in advance that employees will be required to work during the break, it can designate other days during the months of November or December that may be taken off in place of the days anticipated to be worked during the break.
  • In cases where time off during November or December is not feasible, employees should be granted compensatory time off prior to June 30 th of next year, equal to the hours worked during the Winter Break.
  • Employees who leave Brown prior to taking the accrued compensatory time should be paid for this accrued time.
  • There may be exceptional cases where staff members are unable to take the accrued compensatory time by next June 30th. In these instances, this time should be paid as straight time in the first pay period following June 30th.

Managing Vacation Time
Supervisors are reminded to consider operational requirements when presented with vacation requests for the months of December and January. Some departments may wish to restrict vacations near the Winter Break due to workload requirements; others may actually encourage employees to use vacation time during the period between semesters. Department managers should pay attention to this issue and use their discretion.

We also want to remind you about the policy on vacation accrual (HR policy 30.021). The policy states that only vacation days accrued during the prior fiscal year (i.e., 12 days maximum, or five days for employees working in nonexempt position with less than 2 years service) can be carried over. Departments may not grant grace periods for additional accrued vacation days. Accumulated vacation time must be removed from the departmental records by December 31st of each year, in compliance with HR policy.

Departments with Union employees
Questions regarding bargaining unit members should be directed to Joseph Sarno, Director of Labor Relations, at extension 3-3896. All other questions should be directed to Compensation Services by calling extension 3-9320 or 3-9026.