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 2018 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 TypeTime BaseITO Eligibility
Full-time employees--4 hours
Part-time employeesLess than ¼ time1 hour
¼ to ½ time2 hours
Greater than ½ time4 hours
Intermittent employees1-43 hours worked1 hour
44-87 hours worked2 hours
88 or more hours worked4 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, 2019, if administratively feasible.

ITO Provisions

  1. All employees who are scheduled to work are eligible for ITO.  This includes temporary hires such as seasonal employees and retired annuitants.
    Note:  Retired annuitants 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 a retired annuitant will receive.  The ITO must be used and paid in the December 2018 pay period.
  2. 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 2018 pay period.
  3. ITO is based on the employee’s time base and is not prorated.  Refer to chart above.
  4. Employees using ITO must report it on their absence report forms.
  5. 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.
  6. ITO is not lost when employees transfer between agencies; employees retain their ITO balances until the hours are actually used.
  7. ITO is not available for cash-out upon separation; agencies should allow employees to use their ITO prior to separation.
  8. ITO does not count as hours worked for overtime purposes.
  9. ITO is available as of the date authorized by the Governor.

Application

Not Applicable.

Authorities

Resources

PML

Contact Person

Personnel Services Branch
Personnel Program Consultant, Personnel Services Branch
Phone: 916-323-3343
Fax: 916-327-1886
Email: psb@calhr.ca.gov

Authorized By

Melissa Russell
Chief, Personnel Management Division

History

View History

Table of Contents

1000 - Equal Employment Opportunity

1100 - Selection

1200 - Appointments

1300 - Exempt Employees

1400 - Benefits and Insurance

1500 - Work Schedules

1600 - Third Party Pre-Tax Parking

1700 - Compensation

1800 - Savings Plus

1900 - Bona Fide Associations

2000 - Collective Bargaining

2100 - Leave

2200 - Travel/Relocation

2300 - State Owned Housing

2400 - Employee Recognition

2500 - Discipline

2600 - Layoffs

2700 - Retirement

2800 - Training

2900 - Workforce Planning

3000 - Examination and Hiring

3100 - Drug-Free Workplace