[HRMS] Timekeeping Guidance for July 3 and the Independence Day Holiday

Thu Jun 29 09:00:46 EDT 2023

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An important message from FSU Office of Human Resources

This message has been approved by Christine Conley, Director of Benefits & Leave, for distribution to all Department Representatives.

Department Representatives and Supervisors: Please read the following message in its entirety.

Following Gov. DeSantis' decision<https://click.message.fsu.edu/?qs=d18a4c1c42161f8fc4e901b5b6a8664027b68ca335821305dc615815bb79259cd52738aafb0a375ab4455e38b9206f1d68f9735d7703007a8459ee10da7f1bed> Tuesday afternoon to close state offices on Monday, July 3, Florida State University will also close for business and classes will not meet that day. The University will be closed Monday, July 3, 2023, and Tuesday, July 4, 2023, for the Independence Day Holiday. The payroll processing schedule<https://hr.fsu.edu/sites/g/files/upcbnu2186/files/PDF/Publications/timeandleave/NormalPayrollSchedule.pdf> for Pay Period 'A' is normal.

To be paid for the holidays, USPS, A&P, Executive Service (AEX), and Faculty employees should be in pay status (either working or on approved leave) at least a portion of the scheduled workday before the holidays.

  *   Full-time employees receive 8 hours of leave for each holiday. Part-time employees receive a proportionate number of leave hours for holidays based on their FTE.
     *   Example - While a 1.0 FTE employee gets 8 hours of paid holiday leave for each day, a 0.75 FTE employee would get 6 hours of paid holiday leave.
  *   If you have employees on alternate schedules (full-time or part-time), they should be advised in advance to work the appropriate hours for the workweek of June 30, 2023 - July 6, 2023, based on the amount of holiday leave they will receive.

Reporting the Holidays for the workweek of June 30 - July 6:

Elapsed Timesheet

  1.  DO NOT ENTER TIME FOR THE HOLIDAYS for A&P, AEX, USPS, or Faculty employees using the elapsed timesheet.
  2.  The OMNI HR elapsed timesheet will show no hours (blank) for July 3 and July 4. The holiday hours will be added in automatically by the system. See example below:
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Punch Timesheet

  *   Nonexempt USPS employees using the USPS punch timesheet must enter their holiday hours for July 3 and July 4. See example below:

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OPS Employees
OPS employees are not eligible to receive holiday pay.

  *   OPS Nonexempt Employees (paid for time worked) do not receive holiday pay. Only the hours worked should be reported on the timesheet.

  *   OPS Exempt Employees (Grad Assistants/Adjuncts/OPS Faculty) do not report time on their timesheets. If the employee is funded during the holiday period, the system will generate pay based on their appointment.

Compensatory Leave
If a full-time USPS or A&P employee worked on a holiday and/or beyond the required number of hours for the workweek, the Time Reporting Code of "Straight Time Comp Earned - REGCE" should be reported as described in the following scenarios:
A&P Exempt
*       Use "Straight-time Comp Earned - REGCE" if the employee worked on a holiday (July 3 and July 4) and worked more than the required 24 hours during the holiday workweek (8 hour per day maximum REGCE allowed).
USPS Nonexempt
*       Use "Straight-time Comp Earned - REGCE" if the employee worked more than the required 24 hours during the holiday workweek (16 hours maximum REGCE allowed).
If an employee physically worked more than 40 hours during the holiday workweek, do one of the following:

  *   To generate Overtime Comp Leave Earned - enter OTCCE for hours over 40.
  *   To generate Overtime Pay - enter either OVHHP or REGHP for hours over 40.

USPS Exempt
*       Use "Straight-time Comp Earned - REGCE" if the employee worked more than the required 24 hours during the holiday workweek (16 hours maximum REGCE allowed).
If an employee physically worked more than 40 hours during the holiday workweek, do one of the following:

  *   To generate Straight-time Comp Leave Earned - enter REGCE for hours over 40.
  *   To generate Pay at the Straight-time Rate - enter REGHP for hours over 40.

Other Types of Leave

Employees on Workers' Compensation

Since most of these employees receive Workers' Compensation payment for approximately 2/3 of their wages, their holiday pay should be proportional (approximately 1/3). Both the Workers' Compensation and the holiday amounts need to be reported on the timesheet.

Elapsed timesheet example for the holiday workweek:

Fri
6/30
Sat
7/1
Sun
7/2
Mon
7/3
Tue
7/4
Wed
7/5
Thu
7/6

5.25

5.25
5.25
5.25
5.25
Workers Comp - WKCHT
2.75

2.75
2.75
Sick Leave Taken - SKCHT

-5.25
-5.25

Holiday - HOLHT

Punch timesheet example for the holiday workweek:

Time Reporting Code
Quantity
Fri - 6/30
Sick Leave Taken - SCKHT
Workers Comp - WKCHT
2.75
5.25
Sat - 7/1

Sun - 7/2

Mon - 7/3
Holiday - HOLHT
Workers Comp - WKCHT
2.75
5.25
Tue - 7/4
Holiday - HOLHT
Workers Comp - WKCHT
2.75
5.25
Wed - 7/5
Sick Leave Taken - SCKHT
Workers Comp - WKCHT
2.75
5.25
Thu - 7/6
Sick Leave Taken - SCKHT
Workers Comp - WKCHT
2.75
5.25

Employees on Family and Medical Leave
If an employee is on continuous FMLA, they MUST report FMLAT on the holiday. If the employee is on intermittent FMLA, do not report FMLAT for the holiday. (The following is only an example of an elapsed timesheet. The corresponding leave code can be sick leave, vacation leave, straight time compensatory leave, overtime compensatory leave, or leave without pay).

Elapsed timesheet example for the holiday workweek:

Fri
6/30
Sat
7/1
Sun
7/2
Mon
7/3
Tue
7/4
Wed
7/5
Thu
7/6

8

8
8
8
8
Family Medical Leave Taken - FMLAT
8

8
8
Sick Leave Taken - SKCHT

Overseas Time Reporting
Certain non-US citizens working outside of the United States must report Overseas Hours Worked (OVSEA) in conjunction with hours worked/leave. The following is an example of a full-time OPS Exempt employee who was approved to use this code while working overseas.
Elapsed timesheet example for the holiday workweek:

Fri
6/30
Sat
7/1
Sun
7/2
Mon
7/3
Tue
7/4
Wed
7/5
Thu
7/6

8

8
8
8
8
Regular Hours Worked (REGHP) / Contract Hours (REGCP)
8

8
8
8
8
Overseas Hours Worked - OVSEA

Resources
Department Representatives should review time entry queries and myFSU BI reports to ensure their department's timekeeping is compliant with University guidelines. Please reference the time entry guidance on the HR website<https://hr.fsu.edu/sections/attendance-leave/department-payroll-responsibilities>.

Questions?  Please contact a member of the Attendance & Leave staff<https://hr.fsu.edu/about-us/contacts?tid=16>.

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