Holiday Break Timekeeping Instructions (Dec. 24, 2025 - Jan. 2, 2026)

The 2025 Holiday Break schedule is comprised of the following days:

  • Dec. 24, 25, & Jan. 1 – University-observed holidays
  • Dec. 26, 29, 30, 31, & Jan. 2 – Additional days considered University Closure days for timekeeping purposes

Who Earns Holiday and University Closure Pay

  • Student employees are NOT eligible for Holiday or University Closure pay, or for overtime when working on such days. 
    • If a student employee works during the holiday closure, they should clock in and out as normal. 
    • The remaining instructions on this page pertain ONLY to non-student employees.
  • Full-time employees are eligible for Holiday, University Closure pay, or for overtime when working on those days if they are in paid status during their last regularly-scheduled shift prior to December 24.
  • Part-time employees are eligible for Holiday, University Closure pay, or for overtime when working on those days if:
    • they are in paid status during their last regularly-scheduled shift prior to December 24, AND
    • the day occurs on a normally scheduled workday.
  • Questions regarding holiday eligibility for intermittent or temporary employees must be directed to hr-records@kent.edu.

 

Timecards - General Instructions For Holiday Break

Supervisors are responsible for ensuring that all of their employees who are eligible for Holiday or University Closure pay have the appropriate number of holiday hours listed on their timecards for that day.

  • Full-time employee timecards have been loaded with 8 hours of Holiday or University Closure time for each day of Holiday Break.
    • Supervisors must:
      • Remove the Holiday and University Closure hours and add unpaid leave for employees who are not eligible for pay during Holiday Break.
      • Correct the number of Holiday and University Closure hours for employees who normally work shifts of a length other than 8 hours.
    • Resource: Adding or Editing Non-Clockable Hours Help Guide

  • Part-time employee timecards have not had time loaded to them.

Timecards - Instructions For People Who Work During Holiday Break

  • Employees who work during Holiday Break must clock in and out as normal.
  • Employees who work on the observed holidays (Dec. 24, 25, or Jan. 1) are entitled to overtime pay.
    • Do not force overtime on the timecard.
    • Payroll will ensure that the overtime appears or is added to the timecard after the supervisor approves it.
  • Employees who work on the additional University Closure days (Dec. 26, 29, 30, 31 or Jan. 2):
    • Are not eligible for University Closure pay during the worked hours, AND must choose to be paid under Option #1 or  Option #2 shown below in the Holiday Break Payment Options Chart
    • Supervisors must:
      • Discuss the payment options with their employees and then email payroll@kent.edu  by Jan. 5 and 10 a.m. to let Payroll know what payment option their employees have chosen for their worked hours. 
      • Add Straight Comp to timecards when their employees choose Option #1. The process to add Straight Comp is the same as the process to add other non-clockable hours (e.g., sick time).
    • Employees will be defaulted into Option #1 (Straight Comp) if the supervisor does not email Payroll by the Jan. 5 @ 10 a.m. approval deadline.

 

Holiday Break Payment Options Chart

 

 

Option #1 (Straight Comp)

Be paid for the number of hours worked PLUS an equivalent number of Straight Comp hours

  • Example A - Employee works all 8 hours on a day when they are normally scheduled to work 8 hours
    Result - Employee earns:
    • 8 hours of regular pay (at their normal hourly rate), AND
    • 8 hours of straight comp time, AND
    • 0 hours of University Closure
  • Example B - Employee works 6 hours on a day when they are normally scheduled to work 8 hours
    Result - Employee earns:
    • 6 hours of regular pay (at their normal hourly rate), AND
    • 6 hours of straight comp time, AND
    • 2 hours of University Closure (at their normal hourly rate)

Option #2 (Overtime)

Be paid for the number of hours worked ONLY as overtime

  • Example A - Employee works all 8 hours on a day when they are normally scheduled to work 8 hours
    Result - Employee earns:
    • 8 hours of overtime pay (at 1.5 times their normal hourly rate), AND
    • 0 hours of University Closure
  • Example B - Employee works 6 hours on a day when they are normally scheduled to work 8 hours
    Result
    Employee earns:
    • 6 hours of overtime pay (at 1.5 times their normal hourly rate), AND
    • 2 hours of University Closure (at their normal hourly rate)

  

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