The holidays are a great time to celebrate employees and enjoy the end of the year. They can also bring questions about holiday pay, time off, scheduling, and the annual office party.
Here are a few simple reminders to help keep the season festive and HR-friendly.
Holiday Pay: Make Sure the Rules Are Clear
Federal law does not generally require private employers to provide paid holidays or pay employees extra simply because they work on a holiday. Holiday pay is typically based on the employer's policy.
Make sure employees understand which holidays are paid, who is eligible, and what happens if they work on a holiday. Nonexempt employees are entitled to overtime when they actually work more than 40 hours in a workweek; paid holidays generally do not count as hours worked toward the 40-hour threshold.
Salaried exempt employees generally must receive their full salary for any week in which they perform any work, even if the employer is closed for a holiday.
Plan Ahead for Time-Off Requests
Vacation requests can pile up quickly around Thanksgiving, Christmas, and New Year's. Set expectations early about staffing needs and how competing requests will be handled. Whether you handle requests on a first-come, first-served basis, prioritizing seniority, rotating schedules, or another method, consistency is important.
And remember, a request for time off because of a religious observance may require reasonable accommodation. Managers should send those requests to HR rather than simply approving or denying them as regular vacation requests.
Keep the Holiday Party Fun and Safe
Holiday parties should be fun, but normal workplace expectations still apply. If alcohol is served, consider limiting consumption, providing plenty of food and nonalcoholic choices, and offering transportation options. Remind employees that policies regarding harassment, discrimination, and appropriate workplace conduct apply at company-sponsored events too.
Participation in holiday parties and gift exchanges should generally be voluntary. Not everyone celebrates the same holidays or traditions, so an inclusive approach helps everyone feel welcome.
Keep These Year-End Details on Your Radar
- Communication: Send employees a quick reminder about holiday schedules, office closures, time-off procedures, and pay practices before questions start rolling in.
- Workload: Be realistic about year-end deadlines and staffing.
- Gifts and bonuses: Check with payroll before giving cash, gift cards, or bonuses because they may be taxable compensation.
A Little Planning Goes a Long Way
The holidays can get busy quickly, but a little planning can prevent a lot of last-minute HR headaches. Make sure employees know what to expect when it comes to schedules, time off, holiday pay, and office celebrations.
Most importantly, don't forget to enjoy the season. It's a great time to celebrate your team and end the year on a positive note.
If you have questions about holiday pay, time off requests, or workplace celebrations, contact Laura Stover, SHRM-SCP, SPHR, Director of HR Advisory Services, by emailing [email protected] or completing the contact form on this page.
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