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Get ready for the holiday closing period and year-end

Published: December 4, 2018 8:45 am

UPDATE: 12/11/18: 

Last week, Gov. Scott announced that state offices would be closed on Dec. 24 and 31. Unlike other state offices, the University of Florida provides four personal leave days during the holiday break, which already include Dec. 31. Because of the additional personal leave days that are provided, the University will remain open on Dec. 24.

While Dec. 24 will not be considered a holiday, employees may use vacation leave that day with the permission of their supervisor. Units may also choose to close with the approval of the appropriate dean or vice president.  If a decision is made to close, units should ensure it does not create hardship for employees who might otherwise have worked.  Vacation leave may be advanced to eligible employees who do not have an adequate accrued balance to cover the closing.


The University of Florida will be closed Tuesday, Dec. 25, and Tuesday, Jan. 1, as well as the holiday closing period of Dec. 26 through 31 and will reopen on Wednesday, Jan. 2. As you make preparations for time off during the holidays, be sure to enter your time and leave early.

All TEAMS employees, 12-month Academic Personnel and postdoctoral associates have been credited with four personal leave days to be used during the holiday closing period. The system will not require approval for the personal leave days (DPL-270 time-reporting code) for exempt employees whose hours were automatically loaded and who are not working. However, non-exempt TEAMS employees who are not working are required to enter their personal leave days (DPL-270 time reporting code) into the system for the holiday closing period.

TEAMS and Academic Personnel must be in pay status (work or paid leave) for a “reasonable portion” of their last scheduled workday prior to the holiday (determined by the individual department) to be eligible to receive holiday pay and December Personal Leave for Dec. 26–31.

Guidelines for USPS employees

Beginning Monday, Dec. 3, USPS employees may enter advanced vacation leave that will be used Dec. 26–31. The holiday closing period is the only time vacation leave may be advanced.

USPS employees must be in pay status (work or paid leave) for a “reasonable portion” of their last scheduled workday prior to the holiday (determined by the individual department) to be eligible to receive holiday pay for Dec. 25. USPS employees must be in pay status (work or paid leave) for a “reasonable portion” of their last scheduled workday prior to the holiday (determined by the individual department) to be eligible to receive holiday pay for Jan. 1, 2019.

Thursday, Jan. 10, is the last day for USPS employees to enter advanced vacation leave used Dec. 26–31. USPS employees are not eligible for the four December personal leave days, but they may be required to use vacation or accrued compensatory leave during the holiday closing period to accommodate a department closing or upon supervisory request. In the event a USPS employee does not have vacation leave to cover the period, he or she may request that vacation leave be advanced to cover that absence, in which case the department is obligated to approve it. USPS employees who do not wish to be advanced vacation leave may use leave without pay during this time, in keeping with UF policy.

As in the past, USPS employees who wish to be advanced vacation leave for Dec. 26–31 should report all vacation leave usage in a timely manner through the Elapsed Timesheet in the myUFL system. The system will allow vacation leave balances to become negative for USPS employees during Dec. 26–31. The system will automatically prohibit vacation leave usage after Jan. 10, 2019, until the vacation leave balance is positive again.

For further details on this year’s holiday closing period, please see this UF Administrative Memo. An instruction guide for the holiday closing period may also be found on the myUFL Toolkits. If you have questions, please contact Leave Administration at (352) 392-2477 or central-leave@ufl.edu.

Year-end vacation leave conversion

The annual vacation leave conversion process will take place at the end of the pay period covering Dec. 28, 2018, to Jan. 10, 2019. Vacation hours exceeding the annual maximum will automatically be converted into sick leave balance. The annual vacation maximums are as follows:

  • TEAMS and vacation-accruing faculty members who are not in the UFF collective bargaining unit may have a maximum vacation balance of 352 hours.
  • Vacation-accruing faculty members covered by the UFF bargaining unit may have a maximum balance of 480 hours.
  • USPS employees may have a maximum vacation balance of 240 hours.

Vacation leave accrual for the Dec. 28, 2018, to Jan. 10, 2019, pay period will be included in the conversion.

To view your most recent vacation leave balance in myUFL, please navigate to Main Menu > My Self Service > Payroll and Compensation > UF Leave History. You can also use this pathway: Main Menu > Human Resources > Self Service > Payroll and Compensation > UF Leave History.

Any vacation leave taken on or before Jan. 10 must be reported in the Elapsed Timesheet screen before the conversion. Vacation leave taken after Jan. 10 should be reported after the conversion occurs.

Questions? Contact Leave Administration at (352) 392-2477 or central-leave@ufl.edu.

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