Frequently Asked Questions:
Holidays and Personal Days Policy
Q. Who is eligible to receive holiday and personal days under this policy?
A. Regular and term staff are eligible to use the days provided under this policy.
Q. Are there any other days recognized by Vanderbilt as a holiday other than those specified in this policy?
A. No. Vanderbilt recognizes only the seven holidays specified in this policy.
Q. How do you use a personal day under this policy?
A. Eligible staff under this policy receive up to two additional days at the beginning of each year that can be treated as a floating holiday that can be used at the staff member’s option with prior approval.
Q. Are staff members hired after the first of the year eligible for personal days?
A. Staff members who begin work after January 1 and before September 15 will accrue one personal day on September 15 if they are active on that date.
Q. How do staff members accrue holiday time?
A. Regular and term hourly-paid staff are eligible for holiday time based on the number of hours they are scheduled to work each pay period according to payroll records.
Q. How is a day defined for holiday or personal time under this policy?
A. A day is defined as time equal to 1/5 of the staff members regularly scheduled hours per week.
Q. What happens to my holiday time if I am on vacation or on an approved sick leave?
A. A staff member on vacation or on an approved paid sick leave will be paid holiday time for that recognized holiday rather than charged time against the sick or vacation accrual.
Q. What happens to my holiday if business requires the staff member to work on that day?
A. If an hourly paid staff member is required to work on a recognized holiday, the supervisor should schedule time off for the staff member within the next 90 days.
Q. What happens if the staff member who worked the holiday cannot be scheduled time off within the next 90 days?
A. If an hourly paid staff member cannot be scheduled off within the 90 days following a holiday, the staff member will be paid for the holiday.
Q. Will staff members working on a Vanderbilt holiday receive a holiday differential?
A. Yes. In addition to receiving an alternate day off within 90 days, all regular, hourly-paid staff are eligible to receive holiday differential pay. (Refer to differential pay in the Hours of Work Policy, HR Policy #30)
Q. If my department suspends operations a day following a holiday, am I required to use my time to cover that day off of work?
A. No. If you are an hourly paid staff member, you have the option of using a vacation or personal day to cover that day or take the time without pay. (This is an exception to the requirement to exhaust all available accruals before going into an unpaid status under HR Policy #12)
Q. Are exempt staff members required to use a vacation or personal day during an office closing following a recognized holiday?
A. Yes. As an exempt staff member you receive your pay on a monthly salaried basis and therefore you do not have the option of being docked a day of pay if you worked any time during that holiday week. However, to account for the full day not worked you will need to use a vacation or personal day to cover the time away.
Q. What happens if a staff member has not used his/her personal day by the end of the year?
A. A non-exempt staff member who does not use his/her personal day by the end of the year will be paid for the unused personal day at the end of the year.
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HR Express 2525 West End Ave Suite 218 Nashville TN 37203 Hours M-F 7:30 - 5:30 Last Updated: April 7, 2009 |
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