Payroll - Entering Elapsed Time for a Family Holiday
Family holidays include Independence Day, Labor Day, Thanksgiving Day, Day after Thanksgiving, Christmas Day, New Year’s Day and Memorial Day. On these days classes are not in session and all offices may close. Individuals may be required to work on these days to ensure continuous operation of the University. Always consult the memos issued by Human Resources to determine on which date the holiday will be celebrated by the University. For example, if New Year’s Day falls on a Sunday, the day celebrated will normally be the following Monday.
Family holidays are compensated at straight pay. Any time worked on the holiday is compensated at the time and a half rate. Presented below are examples of some common situations for reporting time on family holidays and the Time Reporting Codes (TRCs) that should be used.
Separate instructions are available for reporting time on Regular Holidays.
Not Working the Holiday
In the first example, the holiday falls on a day of the week on which the the employee is normally scheduled to work, so he uses the HOL code.
Employees normally not scheduled on the day a holiday falls, should still report a day’s worth of time for that day using HOLNS to recieve the holiday benefit for that day. As all University holidays are scheduled to fall on weekdays, this should only apply to individuals who do not work a Monday to Friday schedule.
In this example, the employee normally works a Tuesday through Saturday schedule. The holiday falls on Monday so he uses the HOLNS code.
Working the Holiday
When working the holiday, time needs to be properly entered so that time is paid both for the holiday as well as the time worked on the holiday. The HOLFM time reporting code indicates time worked on a family holiday. In the example below, an employee normally works a 40 hour schedule Monday through Friday. She has worked on the Monday holiday so she enter 8 hours of HOL as well as 8 hours of HOLFM.
Other employees may be asked (or request) to earn compensatory time in lieu of the pay for the holiday. By using the correct comp code, time will be saved. Note that for a family holiday, the time and a half comp time code should be used and the time should be calculated as a time and a half.
The code (CMN15) used above is for Non-Represented employees. Employees represented by ACSUM should use CM15C, those in Service and Maintenance should use CMM15 and those in the Police unit should use CMP15.
The only exception to using holiday codes for receiving pay (as opposed to receiving compensatory time) is when more than the scheduled day is worked on a holiday. In the example below, the employee worked 10 hours on the holiday. 8 hours need to be recorded as HOL to get holiday pay, 8 need to be recorded as worked, and 2 as regular. As the employee works over 40 hours, she would receive 40 hours of regular pay, 8 hours of holiday pay at the straight rate and 2 hours of overtime pay.
Employees who work shifts should also enter the shift code for holidays. Whether worked or not, the employee is entitled to the shift differential. In the example below the employee works 8 hours of shift each day, including the holiday and enters shift accordingly.
Please feel free to contact the payroll office, either by phone or sending an email to email@example.com if you have questions about entering time whether for yourself or by employees you supervise.
last revised on December 8, 2005