hitchVA

Public Holiday Memo and Process

1. On the first working day of each month, please announce public holidays of the current month and following month. This is to ensure holidays at the beginning of each month are already known in the month before and not on the week of the public holiday–example Nov 1 and 2. Include tentative special public holidays awaiting declaration. Examples as follows:

  • On 2 October: Announce public holidays for October and November
  • On 31 October (since 1 Nov is a public holiday): Announce public holidays for November and December
  • On 1 December: Announce public holidays for December and January 2024

2. For special public holidays awaiting declaration, please closely monitor and announce at the earliest possible chance.Once the observance date is confirmed, please send an updated  memo.

3. If there is any public holiday not in the list communicated to the clients at the beginning of the year (link below), notify Jun and Angelie before sending out the memo. We are going to internally manage this by asking Team members with clients to work on these days instead of notifying clients about the public holiday.

4. In the memo, include two action items:
For public holidays in the list below (already communicated with the clients):
For the team members with clients:
i.   to consult their clients if they will be asked to work on any of the public holidays noted in the memo; and
ii. to notify their Team Leads 1 week after the announcement if they are working on a public holiday(s).
For the Team Leads:
i. To inform HR and Payroll 1 week after the announcement who among their team members are working on a public holiday(s).

For public holidays NOT in the list below (such as elections and other special proclamations that are not already communicated with the clients):
For the team members with clients:
i. Confirm with their Team Lead that they are working on the public holiday ASAP.
For the Team Leads:
i. To inform HR and Payroll that their team members are working on a public holiday(s) ASAP.

5. 1 week after the memo, please send a summary of those working during the public holidays in the #hr-and-payroll channel in Slack.

6. Please post your announcements in #general channel in Slack instead of #everyonehitchva so that our announcements are not missed.

7. In the 1st week of December, please produce a list of public holidays for the following year using the same template as 2023 public holidays. Jun and Angelie will communicate this to the clients before the year ends.

Link to the list of communicated public holidays to the clients: https://docs.google.com/document/d/1CixT_dIVfFBmR9fK73cpn5cP4DVud_XO/edit