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TL - Work on Legal Holiday

GENERAL DESCRIPTION:

This procedure explains how to enter time if an employee works on a legal holiday. If these steps are not followed, the employee will not be paid correctly for working on the legal holiday.

PROCESS CONSIDERATIONS:
  • N/A



PROCEDURE STEPS:

To perform this procedure, please follow these steps:

  • If an employee works on a legal holiday, the time must be recorded on the timesheet in order to assure the time processes correctly to result in correct compensation.
  • Navigate to the timesheet Manager Self Service > Time Management > Report Time > Timesheet.

    Timesheet MSS Navigation

Elapsed Timesheet

  1. In an elapsed timesheet, scroll to the far right and click the plus (+) button to add another row.

    Elapsed Timesheet Add New Row


  2. In the Time Reporting Code drop-down list, choose HOLWK.
  3. Enter the number of hours worked in the field below the date of the legal holiday. (OT050 will be generated automatically, so there is no need to add another row for TRC OT050.) Note: If the employee has an assigned schedule, delete the amount of scheduled hours that default and replace with quantity 0.00.

    Elapsed Timesheet HOLWK TRC


  4. Click Submit to save your entry.

    If an elapsed time reporter works part of the holiday, the number of worked hours will be entered. In the example below, the employee is scheduled to work eight hours on Thursday. Since the employee only works two hours on the holiday, only 2 Hrs of HOLWK is entered.  

    Because the employee is eligible for Legal Holday and is full time, the Absence Management Module is going to automatically assign 8 Hrs of LGHOL on '01/16'.  It is important to also update the LGHOL take in Absence Management to show that the employee actually used only 6 Hrs of LGHOL.  

    See KB-16880, Managing Absences for a Prior pay Period for additional information on how to adjust a LGHOL Take for additional information.

    Elapsed Timesheet HOLWK TRC Partial Day


Punch Timesheet

  1. In a punch timesheet, identify the row for the legal holiday date.
  2. In the Time Reporting Code drop-down list, choose HOLWK. (Note: If the worked hours are strictly due to call back on the holiday, use a call back TRC instead of HOLWK. By using the call back TRC for call back on the holiday, the correct call back minimums will be paid in addition to the holiday premium amount.)
  3. Enter the shift start time in the first In field, lunch Out/In times (if applicable), and shift end time in the last Out field. (OT050 will be generated automatically, so there is no need to add another row for TRC OT050.)

    Punch Timesheet HOLWK TRC

    Because the employee is eligible for Legal Holday and is full time, the Absence Management Module is going to automatically assign 8 Hrs of LGHOL on '01/16'.  It is important to also void the 8 Hrs LGHOL take in Absence Management.  This results in the 8 Hrs of Legal Holiday being added back into the employee's entitlement for the year and then can be used at another time.
      

  4. Click Submit to save your entry.

    If a punch time reporter works part of the holiday, the number of worked hours will be entered. In the example below, the employee is scheduled to work eight hours on Monday. Since the employee only works four hours, four hours are entered and the HOLWK TRC selected.

    Punch Timesheet HOLWK TRC Partial Day

    Because the employee is eligible for Legal Holday and is full time, the Absence Management Module is going to automatically assign 8 Hrs of LGHOL on '01/16'.  It is important to also update the LGHOL take in Absence Management to show that the employee actually only used four Hrs of LGHOL.  

Student Work on Holiday

  1. It is strictly up to each unit to determine whether a premium is paid to students for working on a holiday. A query has been created to help identify employees who work on holidays. A link to Time and Labor queries is provided at the end of this procedure.
  2. If a student works on a holiday and should receive overtime premium pay for working on the holiday, enter the hours worked on the holiday and choose the TRC OTHOL and enter the quantity of hours worked.


    Student Punch Timesheet OTHOL TRC


Punch Timesheet for Shift Which Spans Holiday and Non-Holiday Days

Working a shift that starts before a holiday and ends on a holiday

  1. If the shift starts the day before a holiday and ends on the holiday:
    • On the row for the day before the holiday, enter the shift start time in the first "In" field.
    • Enter the "Out" punch on the row of the holiday. 
  2. If the shift starts the day before a holiday, ends on the holiday, and does not include a lunch break:
    • On the row for the day before the holiday, enter the shift start time in the first "In" field. 
    • Enter 11:59:59PM (or 23:59:59) in the second "Out" field.
    • On the row for the holiday, enter 12:00AM (or 00:00:00) in the first "In" field.
    • Enter the shift end time in the second "Out" field.
In the example below, 01/15 is not a holiday with the In punch at 11:00PM, and 01/16 is a holiday with the Out punch at 7:00AM, and the shift does not have a lunch break. On 01/15, 11:59:59PM is entered in the second Out field. On 01/16, 12:00AM is entered in the first In field, 7:00AM is entered in the second Out field, and TRC HOLWK is selected to designate work on the legal holiday. Because the employee's regular shift starts later on 01/16, TRC HOLWK is selected on the 01/16 row.

NOTE: when the shift starts on the holiday, it is not necessary to manually split the time between holiday and non-holiday worked hours.

Because the employee is eligible for Legal Holday and is full time, the Absence Management Module is going to automatically assign 8 Hrs of LGHOL on 01/16.  It is important to void the Legal Holiday take in Absence Management.  This results in the 8 Hrs of Legal Holiday being added back into the employee's entitlement for the year and then can be used at another time.

Punch Timesheet HOLWK TRC Shift Crossing Midnight

In the example below, 01/15 is not a holiday with the In punch at 9:00PM, and 01/16 is a holiday with the Out punch at 3:15AM, with a lunch break taken before midnight.

If lunch break is taken before midnight, enter the lunch Out time in the first Out field on the non holiday date. The example below shows a lunch Out time of 11:30PM on 01/15. Then, on the holiday row, enter the lunch In time in the second In field. In the example, the lunch In shows 12:15AM on 01/16. On the 01/16 holiday row, select TRC HOLWK from the Time Reporting Code drop-down list.

Punch Timesheet Shift Crossing Midnight with a Lunch Break

Working a Shift that Starts on a Holiday and Ends the Next Day

  1. If the shift starts on a holiday and ends the day after the holiday, on the row for the holiday, enter the shift start time in the first In field, then enter the Out on the row for the next day. In the example below, 01/16 is a holiday with the In punch at 8:00PM, and 01/17 is a non holiday with the Out punch at 6:15AM.

    If lunch break is taken before midnight, enter the lunch Out time in the second Out field on the holiday date. The example below shows a lunch Out time of 11:30PM on 01/16. Then, on the non holiday row, enter the lunch In time in the first In field. In the example, the lunch In shows 12:15AM on 01/17. On the 01/16 holiday row, select HOLWK from the Time Reporting Code drop-down list.

    Punch Timesheet HOLWK Shift Start Holiday


  2. Generally speaking, if the worked hours fall on a legal holiday, TRC HOLWK should be designated with the time.
  3. Click Submit to save.

Call-Back on Legal Holiday

  1. If the hours worked are strictly related to call-back, the call-back Time Reporting Code should be used instead of HOLWK. By using the call back TRC for call back on the holiday, the correct call back minimums will be paid in addition to the holiday premium amount.


ADDITIONAL RESOURCES:

Related KBs:

Related Links:
    • N/A



    Keywords:holiday work HOLWK working on holiday call-back on holiday student holiday overtime defer legal holiday defer defer legal holiday   Doc ID:15618
    Owner:Wendy G.Group:Human Resource System (HRS)
    Created:2010-11-16 19:00 CDTUpdated:2017-02-23 12:05 CDT
    Sites:Human Resource System (HRS)
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