2111 - Holiday Informal Time Off (ITO)
Category
Leave
Audience List
- Employee Relations Officers
- Personnel Officers
- Personnel Transactions Supervisors
Synopsis
This policy
- Provides information on holiday informal time off (ITO) authorized by the Governor.
Introduction
The Governor determines annually whether or not informal ITO will be granted during the holiday season. Under such circumstances, departments must follow the appropriate policies and procedures.
Statement
Over the past thirty years, the Governor has authorized ITO for up to 4 hours for all employees. With each holiday season, the Governor may or may not authorize the ITO. Therefore, departments do not have the authority to grant ITO prior to the Governor’s authorization.
In celebration of the 2023 holiday season and following historic tradition, the Governor has authorized ITO. The following schedule provides information on ITO eligibility for all employees based on their time base:
| Employee Type | Time Base | ITO Eligibility |
|---|---|---|
| Full-time employees | -- | 4 hours |
| Part-time employees | Less than ¼ time | 1 hour |
| ¼ to ½ time | 2 hours | |
| Greater than ½ time | 4 hours | |
| Intermittent employees | 1-43 hours worked | 1 hour |
| 44-87 hours worked | 2 hours | |
| 88 or more hours worked | 4 hours |
For most employees, the paid ITO this year will be either the business day before December 25 or January 1. The time off should be granted in a manner consistent with maintaining necessary services to the public. Employees required to work these days, or who would be scheduled to work but are on paid leave, should be granted the time off prior to June 30, 2024, if administratively feasible.
ITO Provisions
- All employees (excluding retired annuitants), who are scheduled to work are eligible for ITO. This includes temporary hires such as seasonal employees.
Note: In compliance with the Public Employees' Pension Reform Act, retired annuitants are not eligible for ITO even if they have worked in December and are scheduled during the holiday season. - For intermittent employees, the ITO is based on hours worked in the month of December and employees are given a prorated amount based on the chart above.
Note: Intermittent employees are eligible for ITO if they have worked in December and are scheduled during the holiday season. Use the chart for intermittent employees to determine the amount of ITO an intermittent employee will receive. The ITO must be used and paid in the December 2023 pay period. - ITO is based on the employee’s time base and is not prorated. Refer to chart above.
- Employees using ITO must report it on their absence report forms.
- FLSA-exempt employees (WWG E/SE) may either combine their ITO with paid leave to equal a full day off, or they may use their ITO to leave early after working a partial day.
Examples:- A WWG E/SE employee takes the full day off. The employee’s timesheet should reflect 4 hours leave credits (e.g., vacation, annual leave) used and 4 hours ITO used to equal a full day.
- A WWG E/SE employee works 4 hours and leaves 4 hours early. The employee’s timesheet should reflect the use of 4 hours ITO.
- ITO is not lost when employees transfer between agencies. Employees retain their ITO balances until the hours are actually used.
- ITO is not available for cash-out upon separation. Agencies should allow employees to use their ITO prior to separation.
- ITO can be used prior to PLP or furlough hours.
- ITO does not count as hours worked for overtime purposes.
- ITO is available as of the date authorized by the Governor.
Application
Not Applicable.Authorities
Resources
PML
- PML 2015-035: PML 2015-035 - 12/10/2015 - 2015 Holiday Informal Time Off
- PML 2016-033: 2016 Holiday Informal Time Off
Authorized By
Melissa Russell
Chief,
Personnel Management Division
Contact Person
Personnel Services Branch
Personnel Program Consultant
, Personnel Services Branch
Phone: 916-909-3702
Fax: 916-327-1886
Email: psb@calhr.ca.gov
Superseded Policies
Not Applicable.History
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