[HRMS] Timekeeping Guidance for Winter Break

Mon Dec 16 09:01:02 EST 2019

[Office-Human-Resources-V_for_email]

An important message from FSU Office of Human Resources

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

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

The Christmas, New Year's Day, and Winter Break holidays occur over two pay periods and pay weeks. The week of December 20 - 26 occurs in Pay Period 'N', which is an accelerated payroll. Please refer to the payroll processing schedule<https://www.hr.fsu.edu/PDF/Publications/timeandleave/AltPRSched-n.pdf> for Pay Period 'N'. The week of December 27, 2019 - January 2, 2020, occurs in Pay Period 'O', which is a normal payroll processing schedule.

To be paid for the holiday, 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 holiday.

  *   Full-time employees receive 8 hours of leave for holidays. 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 December 20 - 26, 2019, and December 27, 2019 - January 2, 2020, based on the amount of holiday leave they will receive.

How to Report the Winter Break, Christmas, and New Year's Day Holidays

Elapsed Timesheet

  1.  DO NOT ENTER TIME FOR THE HOLIDAY for A&P, AEX, USPS, or Faculty employees using the elapsed timesheet.
  2.  The OMNI HR elapsed timesheet will show no hours (blank) for December 23 - December 27, 2019, and December 30, 2019 - January 1, 2020.  See example below:
[cid:image014.png at 01D5B3EF.553E9CA0]
[cid:image015.png at 01D5B3EF.553E9CA0]

Punch Timesheet

  *   Nonexempt USPS employees using the USPS punch timesheet (only) must enter their holiday hours for December 23 - 27, 2019, and December 30, 2019 - January 1, 2020.

[cid:image016.png at 01D5B3EF.553E9CA0]
[cid:image017.png at 01D5B3EF.553E9CA0]

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 actually 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 the holiday 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
Workweek 12/20/19-12/26/19
*         Use "Straight-time Comp Earned - REGCE" if the employee works on December 25 and works more than 8 hours during the first holiday week (8 hours maximum REGCE allowed).
*         Use "Winter Holiday Comp Earned - WTRCE" if the employee works on December 23, 24, and/or 26, and works more than 8 hours during the first holiday week (daily maximum of 8 hours WTRCE allowed).

Workweek 12/27/19-1/2/20
*         Use "Straight-time Comp Earned - REGCE" if the employee works on January 1, 2020, and works more than 8 hours during the second holiday week (8 hours maximum REGCE allowed).
*         Use "Winter Holiday Comp Earned - WTRCE" if the employee works on December 27,  30, and/or 31, and works more than 8 hours during the second holiday week (daily maximum of 8 hours WTRCE allowed).

USPS and A&P Nonexempt
Workweek 12/20/19-12/26/19
*         Use "Straight-time Comp Earned - REGCE" if the employee works more than the required 8 hours during the first holiday week and the work was performed on the weekend, December 25, and/or works more than 8 hours on a Winter Break Day.
*         Use "Winter Holiday Comp Earned - WTRCE" if the employee works on December 23, 24, and/or 26, and works more than 8 hours during the first holiday week (daily maximum of 8 hours WTRCE allowed).

Workweek 12/27/19-1/2/20
*         Use "Straight-time Comp Earned - REGCE" if the employee works more than the required 8 hours during the second holiday week and the work was performed on the weekend, January 1, and/or works more than 8 hours on a Winter Break Day.
*         Use "Winter Holiday Comp Earned - WTRCE" if the employee works on December 27, 30, and/or 31, and works more than 16 hours during the second holiday week (daily maximum of 8 hours WTRCE allowed).

If a USPS or A&P nonexempt employee physically worked more than 40 hours during one of the holiday workweeks, do one of the following:

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

If a USPS Exempt employee physically worked more than 40 hours during one of the holiday workweeks, do one of the following:

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

Other Types of Leave

Employees on Workers' Compensation
Since most of these employees are receiving 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
12/20
Sat
12/21
Sun
12/22
Mon
12/23
Tue
12/24
Wed
12/25
Thu
12/26

5.25

5.25
5.25
5.25
5.25
Workers Comp - WKCHT
2.75

Sick Leave Taken - SKCHT

-5.25
-5.25
-5.25
-5.25
Holiday - HOLHT
  Fri
12/27
Sat
12/28
Sun
12/29
Mon
12/30
Tue
12/31
Wed
1/1
Thu
1/2
5.25

5.25
5.25
5.25
5.25
Workers Comp - WKCHT

2.75
Sick Leave Taken - SKCHT
-5.25

-5.25
-5.25
-5.25
Holiday - HOLHT

Punch timesheet example for the first holiday workweek:
[cid:image018.jpg at 01D5B3EF.553E9CA0]
Employees on Military Leave
All military time reporting codes allow the employee to be paid for holidays. They should not report anything on an official holiday. Refer to the Military Leave Checklist<http://www.hr.fsu.edu/PDF/Forms/timeandleave/Military%20Leave%20Checklist.pdf> for departments located on the HR Forms page for a complete list of military time reporting codes.

 Elapsed timesheet example for the holiday workweek:
Fri
12/20
Sat
12/21
Sun
12/22
Mon
12/23
Tue
12/24
Wed
12/25
Thu
12/26

8

Military Leave w/o Pay - MLWHP
Fri
12/27
Sat
12/28
Sun
12/29
Mon
12/30
Tue
12/31
Wed
1/1
Thu
1/2

8
Military Leave w/o Pay - MLWHP

Employees on Parental Leave and/or Family and Medical Leave
If the employee is on continuous or intermittent FMLA and/or PARENTAL LEAVE, do not report FMLAT and/or PARLV for the holidays.

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<http://hr.fsu.edu/?page=attendance_leave/attendance_leave_dept_payroll_responsibilities>.

Questions? Contact an Attendance & Leave representative<http://hr.fsu.edu/?page=about_hr/contact/contact&group=section>.

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