Entering time for a regular holiday
Regular (or non-family) holidays include Columbus Day, Veterans’ Day, Martin Luther King, Jr. Day, Presidents’ Day and Patriots’ Day. On many of these holidays, the University remains open for classes and offices will be asked to keep a minimum staffing level to balance student needs and the desire to allow as many employees as possible to enjoy the day off. Please consult the specific memo distributed from Human Resources for each holiday to determine the type of holiday and if offices are expected to remain open.
Regular holidays are compensated at straight pay. Any time worked on the holiday is also compensated at the straight rate. Presented below are examples of some common situations for reporting time on regular holidays and the Time Reporting Codes (TRCs) that should be used.
Separate instructions are available for reporting time on Family Holidays.
Not Working the Holiday
In the first example, the holiday falls on a day of the week on which 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 Saturday through Wednesday schedule. The holiday falls on Friday 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 HOLW time reporting code indicates time worked on a regular holiday. In the example below, an employee normally works a 40 hour schedule Monday through Friday. She has worked on the Friday holiday so she enter 8 hours of HOL as well as 8 hours of HOLW.
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 regular holiday, the straight comp code should be used and the exact amount of time worked should be entered.
The code (CMNSV) used above is for Non-Represented employees. Employees represented by ACSUM should use CMCSV, those in Service and Maintenance should use CMMSV and those in the Police unit should use CMPSV.
The only exception to using holiday codes 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 firstname.lastname@example.org if you have questions about entering time whether for yourself or by employees you supervise.