MSU Human Resources >> Time-off-leave >> Personal Observance Days

personal observance days

On March 28, 2023, an announcement was made by Interim President Woodruff regarding the addition of new personal observance days for staff and faculty. Personal Observance Days are two additional days, prorated based on start date and percent time, of personal time that employees will be able to use each calendar year. In 2023, employees can use them between April 1 and December 31. Beginning in 2024, employees will be able to use the two additional days of personal time between January 1 and December 31.

These additional days off reinforce our values of inclusion and belonging and reflects the MSU 2030 strategic plan’s focus on empowering excellence, advancing equity and expanding MSU’s impact by supporting your needs and aspirations in a culture encouraging each of us to do our best .

Below you will find answers to frequently asked questions regarding the personal observance days.

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What are Personal Observance Days?

Personal Observance Days are two additional days (16 hours, prorated based on start date and percent time) of personal time that employees will be able to use each calendar year. In 2023, employees can use them between April 1 and December 31. Beginning in 2024, employees will be able to use the two additional days of personal time between January 1 and December 31.

When can I use my Personal Observance Days?

Personal Observance Days function similarly to regular personal hours with the exception that they are to be used on a calendar year basis. In 2023 they can be used between April 1 and December 31. Beginning in 2024, they can be used between January 1 and December 31 annually. The new personal observance quota bucket will be visible in EBS on April 1, 2023.

How do I use my Personal Observance Days?

As an employee, you will request approval from your supervisor to use the personal observance hours. While supervisors maintain discretion in approving such requests based on departmental needs, supervisors are strongly encouraged to be supportive and flexible with an employee’s personal observance hours request. Upon approval, log the time in EBS. The new Personal Observance quota bucket will be visible in EBS on April 1. Your supervisor will approve the absence(s) in the EBS portal or through unit-level time reporting procedures.

What code should be used to enter Personal Observance Days for those employees that do not enter their time off in EBS?

Enter Absence Code 2982 when absent and using Personal Observance Time or code 2983 when absent on FMLA and using Personal Observance Time.

Do I have to take my Personal Observance Days as a full day?

No. Similar to regular personal leave, Personal Observance leave hours may be used incrementally at the employee and supervisor’s discretion and reported in full hour or tenth of an hour (6 minute) increments.

What if I don’t use my Personal Observance Days?

The time will be forfeited if not used by December 31 each year.

Do employees need to provide documentation of their participation in the observance?

No. Employees do not need to prove or show documentation regarding their wish to take Personal Observance hours. As with other time off requests, employees must request the personal observance time off in advance and supervisors maintain discretion in approving such requests based on departmental needs. Supervisors are strongly encouraged to offer support and flexibility with these requests.

Why not just add two more days to our regular Personal hours?

The university added Personal Observance Days separately from regular Personal hours to acknowledge the variety of religious, cultural, and personal observances in which our diverse workforce may wish to participate. Providing this additional time over the course of the calendar year instead of the fiscal year gives additional flexibility for participation in those observances.

Who gets Personal Observance Days?

Personal Observance Days will be given to regular university support staff working half-time or more. This does not include temporary, on-call, and student employees since those groups do not receive personal time.

Will Faculty, Academic Staff, Executive Management and Graduate Assistants receive Personal Observance Days?

Yes. These individuals should continue to coordinate time off with their supervisors as they normally would to ensure adequate coverage. Since faculty, academic staff, executive management, and graduate assistants do not log their time off in EBS, they will not see the Personal Observance hours in their time balances.

Are Personal Observance Days prorated based on start date or percent time?

Yes. Similar to existing personal time, these days will be prorated based on start date and % time. See table below for details.

If Hired or Changed to Regular Status	Full Time Employee Receives	3/4 Time Employee Receives	1/2 Time Employee Receives
January 1 - June 30	16 Hours	12 Hours	8 Hours
July 1 - September 30	8 Hours	6 Hours	4 Hours
October 1 - November 30	4 Hours	3 Hours	2 Hours
December 1 - December 31	0	0	0

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