IU Human Resources shares reminders about year-end pay, time off during holidays

With the holidays fast approaching, Indiana University Human Resources offers reminders about 2019's final paycheck and how and when to use time off during the holiday season:

A snowy wreath on the IUPUI campusView print quality image
Learn when to expect the final paycheck of 2019 and how and when to use time off during the holiday season. Photo by Liz Kaye, Indiana University

Year-end pay dates

For support, service, and PAO and PAU professional staff, the last pay date of 2019 is Dec. 27, 2019, for time worked between Dec. 1 and 14. PAE professional staff will receive pay for work during December 2019 on Jan. 2, 2020.

Use of 2018 holiday time off

Holiday time off accrued from 2018 must be used by the end of the last pay period of 2019. For support, service, and PAO and PAU staff, holiday time off earned in 2018 must be used by Dec. 28, 2019. For PAE staff, holiday time off earned in 2018 must be used by Dec. 31, 2019.

Use of accrued time off during office closings

Paid holidays for Christmas Day and New Year's Day will be Wednesday, Dec. 25, 2019, and Wednesday, Jan. 1, 2020, respectively.

A unit may close between these dates or beyond. During such closing, staff may use accrued paid time off as follows:

  • Support and service staff may use vacation hours or compensatory time off. PAO and PAU staff may use PTO or compensatory time off; PAE staff may use PTO.
  • Accrued time off used during an office closure does not count toward the maximum usage rules for vacation or PTO.
  • Support and service staff cannot use income protection time, and professional staff cannot use PTO sick bank time to cover this time unless the reason for the time off qualifies under the provisions of the Human Resources Policies governing these categories of paid time off.
  • Staff employees who do not have sufficient paid time off accruals to cover the office closing will take time off as absence without pay but will still accrue time off.

Borrowing vacation or PTO accruals

Support and service staff employees hired after June 30, 2019, and professional staff employees hired Oct. 1, 2019, or later may not have accrued sufficient time off to cover the closing of a unit between the end of the fall semester and the beginning of the spring semester. In this case, the employee may borrow against future accruals of vacation hours or PTO with unit authorization. This is the only time in which borrowing against future accruals is allowed. Employees should contact their unit payroll specialist for instructions.

As soon as the employee earns vacation or PTO accruals, the borrowed time is charged against the accrued time. If the employee leaves the university before earning the borrowed time, the employee's final paycheck will be adjusted accordingly.

Questions? Contact IU Human Resources at askhr@iu.edu or 812-856-1234 or contact Financial Management Services at 812-855-0375.