2110 - Personal Holidays (Historical View)

Status: Active

Change Notes

This policy is being updated to reflect additional clarification regarding other uses under GC 19853.2 and technical clean up.

Category

Leave

Audience List

• Labor Relations Officers
• Personnel Officers

Synopsis

This policy

• Describes what a personal holiday is.
• Explains who is entitled to a personal holiday.
• Determines the number of hours an employee will receive towards their personal holiday.
• Explains what happens if a requested personal holiday is denied by supervisors.

Introduction

Most employees receive a personal holiday after serving six months of their initial probationary period and once every fiscal year thereafter. Personal holidays are maintained separate from and are not combined with any other leave credit. The number of hours an employee receives for a personal holiday is based on their time base of either full time, part time, or intermittent.

Statement

Per Government Code section 19854 and applicable Memoranda of Understanding a personal holiday is defined as a day off credited to employees each fiscal year upon completion of six months of their initial probationary period in state service.

Personal holidays are granted in units rather than hours, therefore the employee’s time base at the time of use determines the value of the leave.  For example, a full-time employee receives 8 hours of paid time when they use their personal holiday.  When a part-time employee uses their personal holiday, they receive hours of paid time in proportion to the time base worked. An intermittent employee receives hours of paid time based on the number of hours worked during the pay period in which the personal holiday is used. Personal holidays are typically allocated July 1st, the first day of the fiscal year. An employee whose time base changes between July 1st  and the date in which they use their day off will receive the number of hours in proportion to their time base when the leave is used.

Supervisors may require five (5) days advance notice before a personal holiday is taken and may deny use subject to operational needs. The supervisor shall make a reasonable effort to grant the employees use of their personal holiday for the day requested. Pursuant to the applicable Memorandum of Understanding, when use of a personal holiday is denied by supervisors, it may be rescheduled, carried over to the next fiscal year, or used or cashed out on an hour-by-hour basis. When a non-represented employee is denied use of a personal holiday, the agency head or designee may allow the employee to reschedule the personal holiday; or at the agency's discretion, allow the employee to either carry the personal holiday to the next fiscal year or cash out the holiday on a straight time (hour for hour) basis. Non-represented employees shall not be allowed to carry over or cash out more than two (2) personal holidays in any fiscal year.

Employees who return to state service after a separation are entitled to a personal holiday upon reinstatement provided, they have not previously used their personal holiday in the current fiscal year. Employees who return after a temporary separation that crosses two fiscal years (FY), will receive one personal holiday upon reinstatement. For example, if the leave of absence begins in June 2023 and the employee returns from leave in August 2024, the employee receives one personal holiday for FY 2024/25.

With a supervisor’s approval, personal holidays may be used in conjunction with other holiday and vacation leave to replace sick leave when an employee’s sick leave balance is zero. Personal holidays may also be donated to catastrophic leave in one day increments.

Application

To determine if an employee is eligible for personal holidays, reference Government Code 19854 for excluded employees.  For represented employees, refer to the applicable  Memorandum of Understanding.  Employees that have never served six months of a probationary period are not eligible to receive a personal holiday unless specifically stated in the Memorandum of Understanding.

Part-time employees receive personal holiday credits on a prorated basis. Use the following tables to determine employees personal holiday hours.

This table shows the number of personal holiday hours an employee will receive based on the employee’s time base:

• 1/10 time base: 0.80 hours per personal holiday
• 1/8 time base: 1.00 hours per personal holiday
• 1/5 time base: 1.60 hours per personal holiday
• 1/4 time base: 2.00 hours per personal holiday
• 3/10 time base: 2.40 hours per personal holiday
• 3/8 time base: 3.00 hours per personal holiday
• 2/5 time base: 3.20 hours per personal holiday
• 1/2 time base: 4.00 hours per personal holiday
• 3/5 time base: 4.80 hours per personal holiday
• 5/8 time base: 5.00 hours per personal holiday
• 7/10 time base: 5.60 hours per personal holiday
• 3/4 time base: 6.00 hours per personal holiday
• 4/5 time base: 6.40 hours per personal holiday
• 7/8 time base: 7.00 hours per personal holiday
• 9/10 time base: 7.20 hours per personal holiday

The list below determines how many hours of personal holiday credit a permanent intermittent employee will receive based on the hours they worked during the pay period in which the personal holiday is used:

• 0 to 10.9 hours worked during pay period: 0 hours for each personal holiday
• 11 to 30.9 hours worked during pay period: 1 hour for each personal holiday
• 31 to 50.9 hours worked during pay period: 2 hours for each personal holiday
• 51 to 70.9 hours worked during pay period: 3 hours for each personal holiday
• 71 to 90.9 hours worked during pay period: 4 hours for each personal holiday
• 91 to 110.9 hours worked during pay period: 5 hours for each personal holiday
• 111 to 130.9 hours worked during pay period: 6 hours for each personal holiday
• 131 to 150.9 hours worked during pay period: 7 hours for each personal holiday
• 151 and over hours worked during pay period: 8 hours for each personal holiday

Note: An employee may only receive up to eight (8) hours of holiday per holiday credit.

Other Uses

Government Code section 19853 provides that represented employees who are eligible for a personal holiday may elect to receive up to eight hours of holiday credit in place of the personal holiday, to observe one of the following recognized holidays.

Additionally, effective January 1, 2024, Government Code section 19853.2 provides that represented employees who are eligible for a personal holiday may elect to receive up to eight hours of holiday credit in place of the personal holiday, to observe any holiday or ceremony of the employee’s religion, culture, or heritage.

CalHR is extending the provision of Government Code section 19853 and 19853.2 to employees excluded from bargaining.

Supervisors may require five (5) days advance notice before a personal holiday, holiday credit under Government Code section 19853, or holiday credit for observance of a holiday and/or ceremony of the employee’s religion, culture, or heritage under Government Code section 19853.2 is taken.  The supervisor shall make a reasonable effort to approve the time off, however, the leave may be denied due to operational needs.

Authorities

• Bargaining Contracts - MOUs
• Government Code section 19854
• Government Code section 19853
• Government Code section 19853.2

Resources

FAQs

• Personnel Services Branch: Frequently Asked Questions

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