Holidays & PTO: An Employer’s Guide

The holiday season is the most wonderful time of the year – a time to shop, wrap, bake, decorate, and much more. But, what happens when all of your employees want paid time off to perform all of their holiday duties and traditions? We have your answers.

Let’s start at the beginning. Paid time off (PTO) is any time an employee does not work but is still paid for the day. Companies often offer PTO to employees to take vacation days, deal with family issues, or just have some down time. Holidays are often a popular time to ask for PTO so employees can travel and spend time with family and friends. Here’s what you need to know about PTO during the holidays:

• You can deny PTO requests: Although it can be tough, employers do have the right to deny a request for PTO during the holidays. There are no federal mandates requiring employers to give employees time off on nationally-recognized or other holidays.
• Know what works for your business: Be flexible, but realistic. If you can afford it, try to accommodate those PTO requests. We recommend that employees be required to work their regularly-scheduled shifts before and after the holiday to qualify for PTO on the holiday itself. (A scheduled PTO day “counts” as having worked their shift.)
• Be fair in accommodating requests: Create a policy for determining PTO requests and stick to it. Some businesses prefer a “first come, first serve” approach, but that can be difficult if certain staffers request off each holiday far in advance to ensure they have time off. Perhaps you require your employees to work at least one holiday per year and switch the holidays each year. As long as the policy is lawful, it doesn’t matter so much what it is, but rather that you follow it for each employee.
• Be aware of religious holidays & PTO regulations: Religious discrimination in the workplace is unlawful. If an employee asks for the day off for religious or belief reasons and you deny their request, you must provide a reason unrelated to religion or belief to justify your decision.
• Understand the rights of hourly and salary employees.
• Hourly employees: Employers do not have to pay hourly (or non-exempt) employees for holidays unless, of course, they work that holiday. Also, holiday and PTO time do NOT have to count toward the weekly calculation of overtime (check your handbook for the definition of overtime hours.)
• Salaried employees: There are a few exceptions, but generally, exempt employees should be paid their weekly salary if they work any hours during the week that the holiday falls.

Above all, appreciate your employees. Even if you can’t accommodate everyone’s requests for time off, tell your employees “thank you” for working the holiday season. Consider providing free snacks or hot chocolate in the break room for employees who work on a holiday. Write them handwritten “thank you” notes. Keep it simple, but let your employees know that you appreciate their work. Happy holidays!

With the arrival of the holiday season usually comes inclement weather. Read our tips to a fair and consistent inclement weather policy.

Top notch interview tips for your next hire

1.    Start with the job description. All questions you ask must revolve around the candidate’s ability to do the job.

2.    Figure out their “soft skills.” Behavioral Interviewing does just that – by the questions you ask, you can determine an individual’s competencies and strengths. You’ll find some generally recommended questions below.

3.    Be consistent. Ask all candidates for the same job the same/similar questions. (Behavioral Interviewing enables you to clarify and probe specifics of an individual’s answers but you want to keep the basis of the interview the same across the search.) Document your comments, positive and negative, and evaluate the individual candidate against the competencies immediately following the interview. You’ll be surprised how all the candidates will meld together as you do more recruiting!

4.    Use open-ended questions to get the candidate talking.

5.    Use closed questions to clarify and probe their answers if/when necessary. They should do about 80% of the talking.

6.    RELAX. Your candidate is nervous too – there’s no harm in letting them know that YOU are nervous; in fact, that’s a good way to break the ice. You are just having a conversation about your professional likes and dislikes. (They get to do most of the talking so that should help set you at ease.)

The Interview

1.    Ice breakers: Ask one or two questions: How was your trip? Did you have any trouble finding the meeting site? Can I get you something to drink?

2.    Explain the format. We’re going to have a conversation about our needs and your abilities. Please think of it just as a professional discussion among colleagues. After that, you’ll have an opportunity to ask any questions you might have and then we’ll talk about the next steps.

3.    Ask your first prepared question.

Sample Questions

1. Tell me about your last work assignment. What did you like most/least? Why?

• Listen for the detail/lack of detail they provide
• Are they talking in chronological order

2. What was your favorite/least favorite work assignment? Why?

• Demonstrates what will/will not motivate them

3. How would your co-workers describe you?

• Describes how THEY think others see them

4. What did your supervisor recommend you improve upon? Did you agree?

• Can they acknowledge weakness in a positive manner

5. If you could create the ideal work environment/job/boss…what would it look like…?

• Is this a match for what you offer

6. Why did you choose your profession?

• What thought process went into their decision

7. What do you believe is the most valuable lesson you have learned at work?

• Will show what is valuable to them

8. Tell me about a time when you made a mistake on a project/assignment.

• Again, can they turn this into a positive…did they use common sense/good judgment in working through the problem

9. Describe your proudest work accomplishment.

• Again, what motivates them

10. You’ve seen the job description (assuming they have). Why are you qualified for this job?

• Where do they see the fit

Their questions

1.    Be prepared for almost anything including the “I really don’t have any right now.” Please note, this demonstrates a lack of interest in the job/opportunity/company/interviewer – even if they are ultra nervous.

2.    Be honest. If they ask a question that you don’t have an answer to, tell them the truth – we haven’t considered that or I’ll let you know.

3.    Remain open. Offer your business card and open the door for them to contact you in the next day or so if they think of anything else.

4.    Avoid pay and benefit questions by simply stating it’s too soon in the process to discuss that topic, but you will be fair should you make an offer.

Closing the interview

1.    Tell the candidate the next step.

2.    Debrief. Immediately after the candidate leaves, document your thoughts (job related) with supporting information and examples from their responses. For example: the candidate was not well organized – he dropped his resume on the floor and skipped around when discussing his professional experience.

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