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Update on Temporary Pay Policies, Vacation Policy and Other Information

June 26, 2020

Dear Colleagues,

Thank you for your patience as we work through the many details associated with recommencing in-classroom student instruction in the Fall semester. Simultaneously we are also grappling with the short and long term financial impact of the pandemic and the difficult decisions for next fiscal year and beyond. 

The purpose of this communication is to update you on some decisions with regard to the changes to vacation benefits and the temporary pay policies that were implemented in the Spring, as well as other information. This is not a comprehensive list and we anticipate there will be additional decisions and communications down the road.

Temporary Pay Policies 

  • The guarantee of base pay to regularly scheduled full- and part-time employees, salaried and hourly, without regard to actual hours of work performed, on-campus or remotely, contained in the spring Temporary Pay Policy is extended through July 4, 2020, but will be discontinued thereafter and normal pay rules will resume. Hourly paid employees should continue to report, and supervisors should continue to manage and approve, via KRONOS, hours actually worked, whether on campus or remotely.
  • Effective June 28, 2020 the ten percent (10%) premium for working on campus will be discontinued.
  • Effective June 28, 2020 the suspension of the College’s usual paid sick time policies is discontinued.  Accordingly, thereafter employees must report and use paid sick time as per the College’s normal policies and procedures. There will be specific rules for absences due to COVID-19 illness and quarantines, which will be included in a new Temporary Pay Policy that will be shared shortly.

 Vacation Leave Policy 

  • Effective July 1, 2020 the required Accruable Paid Leave Draw-Down policy is discontinued.  Accordingly, employees will no longer be required to use (i.e., draw down) their accruable paid time off balances, but will be subject to the College’s newly instituted Vacation Leave Policy, effective July 1, 2020.
  • Also starting July 1, 2020, the FY2021 Vacation Leave Policy will go into effect.  An individualized communication to all employees is being distributed and the FY2021 Vacation Leave Policy is now posted on the HR website. Vacation leave balances will be posted to the HRIS as soon as administratively possible after July 1, 2020.

 Independence Day Holiday 

  • The Independence Day Holiday falls on Saturday July 4, 2020 and, in keeping with past practice, will be observed on Friday July 3, 2020. 
  • The normal Holiday pay rules apply and will be communicated in a memo next week, in accordance with usual practice.

 Salary Letters 

  • The letters confirming salaries effective July 1, 2020 as an at-will employee in your position will be issued before July 15, 2020. As was announced in April, there will be no salary increases this year.

 Furloughs 

  • There will be summer furloughs for some employees and individual communications will be provided to impacted employees next week (in the case of a few employees whose furloughs do not start until later in the summer, before the start of the furlough).
  • The length of such furloughs – which are temporary periods of leave without pay – will range from one to eight weeks, and furloughed employees may be recalled earlier, before the end of their scheduled furlough period, if conditions change.
  • The College has secured commitments from our benefits vendors that employee benefit eligibility will be maintained for employees furloughed this summer, to the maximum extent possible under applicable law. More detailed information regarding benefits will be shared with individual employees.
  • Furloughed employees are eligible to apply for Unemployment Benefits with the Department of Unemployment Assistance (DUA). Please note:  DUA, and not the College, determines eligibility to receive benefits and benefit amounts.

 Return to Campus 

  • For now, and until further notice, the College will retain its current mode of operations: all employees who can work remotely are expected to do so.
  • If an employee has a specific need to be back on campus on a regular schedule, they should consult with their department head or Vice President who should send a request, by email, to accesstocampus@holycross.edu. A member of the Return to Campus Team will be in touch to discuss next steps.
  • All employees who are authorized to return to work on campus must complete a mandatory training and attestation, and otherwise follow all applicable College policies and protocols related to mitigating the transmission of COVID-19 (PDF).  Return to Campus materials can be found here.