[HRMS] Timekeeping Guidance for Independence Day Holiday

Mon Jul 1 13:30:27 EDT 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.

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

The extended Independence Day holiday occurs on Thursday, July 4 and Friday, July 5, 2019. The payroll processing schedule<http://www.hr.fsu.edu/PDF/Publications/timeandleave/NormalPayrollSchedule.pdf> for Pay Period 'B', which includes the holidays, is a normal payroll schedule.

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 Independence Day 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, 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 workweeks of June 28 - July 4, 2019, and July 5 - 11, 2019, based on the amount of holiday leave they will receive.

How to Report the Independence Day and July 5 Holidays

Elapsed Timesheet

  *   DO NOT ENTER TIME FOR THE HOLIDAY for A&P, AEX, USPS, or Faculty employees using the elapsed timesheet.
  *   The OMNI HR elapsed timesheet will show no hours (blank) for July 4 and July 5. 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 (only) must enter their holiday hours for July 4 and July 5. See example below.

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OPS Employees
OPS employees do not receive holiday pay.

  *   OPS Nonexempt Employees (paid for time worked) do not receive holidays. Only hours actually worked on the holiday 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.

NOHOL - Not Eligible for Holiday - This should be entered on the USPS nonexempt punch timesheet if the employee was not in pay status the scheduled day before a holiday making them ineligible for holiday compensation.

Compensatory Leave
If a full-time USPS or A&P employee worked on the holiday or beyond the required numbers of hours for the workweek, the Time Reporting Code "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 the holiday and worked more than the required 32 hours during week 1 (6/28 - 7/4), or more than the required 32 hours during week 2 (7/5 - 7/11). (8 hours maximum REGCE is allowed during week 1 and 8 hours maximum REGCE is allowed during week 2).

USPS Exempt

*         Use "Straight-time Comp Earned - REGCE" if the employee worked more than the required 32 hours during week 1 (6/28 - 7/4), or more than the required 32 hours during week 2 (7/5 - 7/11). (8 hours maximum REGCE is allowed during week 1 and 8 hours maximum REGCE is allowed during week 2).
If they 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 the hours over 40.

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

USPS and A&P Nonexempt

*         Use "Straight-time Comp Earned - REGCE" if the employee worked more than the required 32 hours during week 1 (6/28 - 7/4), or more than the required 32 hours during week 2 (7/5 - 7/11). (8 hours maximum REGCE is allowed during week 1 and 8 hours maximum REGCE is allowed during week 2).
If they physically worked more than 40 hours during the holiday workweek, 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.
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
6/28
Sat
6/29
Sun
6/30
Mon
7/1
Tue
7/2
Wed
7/3
Thu
7/4
Time Reporting Code
5.25

5.25
5.25
5.25
5.25
Workers Comp - WKCHT
2.75

2.75
2.75
2.75
Sick Leave Taken - SKCHT

-5.25
Holiday - HOLHT

Fri
7/5
Sat
7/6
Sun
7/7
Mon
7/8
Tue
7/9
Wed
7/10
Thu
7/11
Time Reporting Code
5.25

5.25
5.25
5.25
5.25
Workers Comp - WKCHT

2.75
2.75
2.75
2.75
Sick Leave Taken - SKCHT
-5.25

Holiday - HOLHT

Punch timesheet example for the first holiday workweek:

Time Reporting Code
Quantity
Fri - 6/28
Sick Leave Taken - SCKHT
Workers Comp - WKCHT
2.75
5.25
Sat - 6/29

Sun - 6/30

Mon - 7/1
Sick Leave Taken - SCKHT
Workers Comp - WKCHT
2.75
5.25
Tue - 7/2
Sick Leave Taken - SCKHT
Workers Comp - WKCHT
2.75
5.25
Wed - 7/3
Sick Leave Taken - SCKHT
Workers Comp - WKCHT
2.75
5.25
Thu - 7/4
Holiday - HOLHT
Workers Comp - WKCHT
2.75
5.25

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 for Departments<http://www.hr.fsu.edu/PDF/Forms/timeandleave/Military%20Leave%20Checklist.pdf>.

 Elapsed timesheet example for the holiday workweek:

Fri
6/28
Sat
6/29
Sun
6/30
Mon
7/1
Tue
7/2
Wed
7/3
Thu
7/4
Time Reporting Code
8

8
8
8
Military Leave w/o Pay - MLWHP

Fri
7/5
Sat
7/6
Sun
7/7
Mon
7/8
Tue
7/9
Wed
7/10
Thu
7/11
Time Reporting Code

8
8
8
8
Military Leave w/o Pay - MLWHP

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, they do not report FMLAT for the holiday. The following is 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 first holiday workweek:

Fri
6/28
Sat
6/29
Sun
6/30
Mon
7/1
Tue
7/2
Wed
7/3
Thu
7/4
Time Reporting Code
8

8
8
8
8
Family Medical Leave Taken - FMLAT
8

8
8
8

Sick Leave Taken - SKCHT

Employees on Parental leave with Family and Medical Leave
If an employee is on continuous PARENTAL LEAVE with FMLA, they MUST report PARLV and FMLAT on 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 second holiday workweek:

Fri
7/5
Sat
7/6
Sun
7/7
Mon
7/8
Tue
7/9
Wed
7/10
Thu
7/11
Time Reporting Code
8

8
8
8
8
Family Medical Leave Taken - FMLAT
8

8
8
8
8
Parental Leave - PARLV

8
8
8
8
Sick Leave Taken - SKCHT

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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