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

With the holidays fast approaching, Indiana University Human Resources offers reminders about 2020's final paycheck and how and when to use time off during the holiday season:

a sticky note with "out of office" written on itView print quality image
Due to COVID-19 issues, any PTO hours for professional staff that cannot be carried over may be allocated to the PTO sick leave account -- the 96-hour limit is waived on a one-time basis. Photo by Getty Images

Year-end pay dates

For support, service, and PAO and PAU professional staff, the last pay date of 2020 is December 24, 2020, for time worked between Nov. 29, 2020, and Dec. 12, 2020. PAE professional staff will receive pay for work during December 2020 on Jan. 4, 2021.

Use of 2019 accrued holiday time off

Accrued holiday time off from 2019 must be used by the end of the last pay period of 2020. For support, service, and PAO and PAU staff, holiday time off earned in 2019 must be used by Dec. 26, 2020. For PAE staff, accrued holiday time off earned in 2019 must be used by Dec. 31, 2020.

PTO rollover for professional staff

Due to COVID-19-related issues this year, any PTO hours that cannot be carried over may be allocated to the PTO sick leave account -- the 96-hour limit is waived on a one-time basis. Time in the sick leave account can be used to cover absences for personal and family medical needs.

Use of accrued time off during holiday office closings

Paid holidays for Christmas Day and New Year's Day will be Friday, Dec. 25, 2020, and Friday, Jan. 1, 2021, respectively. A unit may close between these dates, including Dec. 24, 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. Staff in any of these categories may also choose to take the time off as absent without pay and with time off accruals.
  • Accrued time off used during an office closure does not count toward the maximum usage limit for vacation (use code VNL) or PTO (use code PNL).
  • Support and service staff cannot use income protection time and professional staff cannot use PTO sick leave 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 a holiday office closing will either take the time off as absent without pay and with time off accruals or may be permitted to borrow up to 40 hours of time.

Borrowing vacation or PTO accruals during office closings

For the year 2020, due to special circumstances, any employee who does not have sufficient time off accruals to cover a holiday office closing will be permitted to borrow time off up to 40 hours as per the following:

  • 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 university employment before earning the borrowed time, the employee's final paycheck will be adjusted accordingly.
  • An employee may not borrow against future accruals to cover time off if the office remains open. With supervisory approval, they may take time off without pay and without benefit accruals.

Furloughed employees

Some employees may be furloughed and unable to use their paid time off as usual; however, these employees will accrue holiday time while they are furloughed.

Contact Human Resources at askhr@iu.edu or 812-856-1234 or the Office of the University Controller at 812-855-0375 for questions.