[HRMS] Timekeeping Guidance for Winter Break

[HR Important Message]

[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 and Winter Break holidays occur over two pay periods and three pay weeks. The week of December 18  - 24 occurs in Pay Period 'M', which is an accelerated payroll. Please refer to the payroll processing schedule<https://hr.fsu.edu/sites/g/files/upcbnu2186/files/PDF/Publications/timeandleave/Alternate%20Payroll%20Schedule%20M.pdf> for Pay Period 'M'. The weeks of December 25 - December 31 and January 1 - January 7 occur in Pay Period 'N', 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 18 - 24 based on the amount of holiday leave they receive for the holiday.

How to Report the Winter Break and Christmas 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 21 - December 24 and December 25 - December 31.  See example below:
[cid:image014.png at 01D6D1F6.E6E510A0]
[cid:image015.png at 01D6D1F6.E6E510A0]

Punch Timesheet

  *   Nonexempt USPS employees using the USPS punch timesheet (only) must enter their holiday hours for December 21 - 24 and December 25 - 31.

[cid:image016.jpg at 01D6D1F6.E6E510A0]
[cid:image017.jpg at 01D6D1F6.E6E510A0]

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 works 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 12/18/20 - 12/24/20
*        Use "Winter Holiday Comp Earned - WTRCE" if the employee works on December 21, 22, 23, and/or 24, and works more than 8 hours during the first holiday week (Daily maximum of 8 hours WTRCE allowed).

Workweek 12/25/20 - 12/31/20
*        Use "Straight-time Comp Earned - REGCE" if the employee works on December 25 (8 hours maximum REGCE allowed).
*        Use "Winter Holiday Comp Earned - WTRCE" if the employee works on December 28, 29, 30, and/or 31 (Daily maximum of 8 hours WTRCE allowed).

USPS Nonexempt
Workweek 12/18/20 - 12/24/20
*        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, and/or works more than 8 hours on a Winter Break Day.
*        Use "Winter Holiday Comp Earned - WTRCE" if the employee works on December 21, 22, 23, and/or 24, and works more than 8 hours during the first holiday week.
(Weekly maximum of 32 hours WTRCE and/or REGCE allowed)

Workweek 12/25/20 - 12/31/20
*        Use "Straight-time Comp Earned - REGCE" if the employee works 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 28, 29, 30, and/or 31.
(Weekly maximum of 40 hours WTRCE and/or REGCE allowed)

If a USPS nonexempt employee physically works 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 works 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
12/18
Sat
12/19
Sun
12/20
Mon
12/21
Tue
12/22
Wed
12/23
Thu
12/24

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
12/25
Sat
12/26
Sun
12/27
Mon
12/28
Tue
12/29
Wed
12/30
Thu
12/31
5.25


5.25
5.25
5.25
5.25
Workers Comp - WKCHT
-5.25


-5.25
-5.25
-5.25
-5.25
Holiday - HOLHT

Punch timesheet example for the first holiday workweek:
[cid:image018.jpg at 01D6D1F6.E6E510A0]

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<https://hr.fsu.edu/sections/attendance-leave/department-payroll-responsibilities>.

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

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